Frost Productions - User contributions [en]

Main Page

2024-01-30T20:35:01Z

Arianam:

=== Welcome to the Frost Productions Wiki Site ===


Here you will find access to various resources curated by our staff—guides and information on commonly used equipment, troubleshooting tips, best practices, policies, etc. If you have any questions or suggestions on what to include on this site, please contact any of the full-time production or operations staff.

== [[Production]] ==
=== [[Production Audio|Audio]] ===
=== [[Production Decor|Decor]] ===
=== [[Production Lighting|Lighting]] ===
=== [[Production MovieNights|Outdoor Movies]] ===
=== [[Production Power & Electrics|Power & Electrics]] ===
=== [[Production Rigging|Rigging]] ===
=== [[Production Video|Video]] ===

== [[Operations]] ==
=== [[Scheduling]] ===
=== [[HR & Payroll]] ===

== [[Resources]] ==
=== [[Glossary]] ===
=== [[Labor Roles]] ===

=== [[PDF Index]] ===

= Getting started =
* [https://www.mediawiki.org/wiki/Special:MyLanguage/Manual:FAQ MediaWiki FAQ]

Production MovieNights

2024-01-25T20:24:07Z

Arianam: /* Deflating and Breakdown */

== <big>'''One Story Screen'''</big> ==
Please read these installation instructions carefully BEFORE attempting to install your Fresh Air Flicks 1-STORY AIRSCREEN. Before commencing inflation, ensure that all items and personnel required to complete the installation are available. Adhering to the procedures set out in this guide will ensure a safe and successful installation.

=== '''General Information''' ===
*The Airscreen should not be operated in wind speeds over 24mph; this is when the tree tops are waving vigorously in the wind.

*Always cordon off the area inside the anchoring points and do not allow any members of the public within this area.

*The first row of the audience should be the height of the frame plus 6' away from the frame. Thus, if the frame is 16‘ high (1-story), the first row of seats should be positioned 20' back.

*If using water containers as ballast, water can often be supplied by arrangement with the local fire dept. to use a fire hydrant. Be sure to have the hydrant package (hydrant key, hose, hose-splitter).

*If the system is being used at an event over several days, then deflate the screen and pack up the system at the end of each screening.

*Before unfolding the screen, put a tarp under the screen to protect the bottom of the screen from dirt and sharp objects.

*Ground Space Needed - add 6' to the width and 10’ to the height of the Airscreen; this tells you the minimum space you need to unfold and inflate the screen.

*Minimum 2 men on a 1-story.

=== '''Unpacking Equipment''' ===
* lay down a ten foot 12/3 in the middle of the tarp making a + sign with the tarp and cable.
* place the rolled up screen on the edge on the right or left side depending on the location of the sock.

=== '''Laying Out Equipment''' ===
* unroll the screen away from the edge across the tarp. Leaving the air vent “sock” on the edge of the tarp and the 12/3 cable under the screen.
* “sock” (air intake valve) remains on the edge.
* Once the screen has been unrolled and unfolded length-wise. Unfold the screen twice width-wise making sure the screen remains folded in half (clam-shell).

=== '''Securing Vent Covers''' ===
There are usually 4 vent covers on a 2 story. There are 2 on top front left and right, and 2 side vents.
*First zipper all inner vents.
*Secure vents with the velco
*Ensure the vents are sealed and flush with the screen.

=== '''Anchoring''' ===
Whether you are using water barrels or stakes the distance and placement are the same.

* '''Stakes'''
** 1 stake per corner. Ensure top and bottom ratchet are staked together for each corner.
** The position of the achor points is important. Each anchor point is 16’ away from the screen.
** The front anchor points are 16’ away from the screen and 7’ over creating a 45degree angle.
** The rear anchor points are 16’ straight back.

* '''Water Barrels'''
**Using a minimum of 1 water barrels per anchor point, using the 1” ratchet straps secure the barrels together.
***Secure a carbineer or a shackle on the 1” ratchet strap
***Attach the screen ratchet strap to the carabiner or shackle
**Ensuring the straps are connected to the screen, attach the straps to the Screen ratchets
**Feed the straps through the bottom of the ratchets while in the closed position and out through the top. Then pull the slack out of the strap and back towards the screen.
**Take all the slack out the straps
**Ratchet the bottom straps tight
**For the top straps pull about 1 to 2 arm lengths out. (6-10’), then ratchet them so the slack doesn’t slip back.
*'''*MAKE SURE ALL RATCHETS ARE IN THE CLOSED AND LOCKED POSITION'''

=== '''Inflating the Screen''' ===
Each man takes a mid strap to guide the screen up.
*Attach the air pump to the air vent “sock”
*While holding the mid straps turn on the air pump.
*Once fully inflated adjust the straps to straighten out the screen to ensure a level, straight, and direct viewing of the screen.

=== '''Front of House (FOH) and Sound''' ===
*With the 12/3 cable we laid down before we inflated the screen plug on end into the generator or power that has been provided for you
*The other end will plug into the yellow waterproof surge protector(puck).
*Plug the 50’ snake into the Yellow puck.
*Connect the snake to the rack using the cables preset in the rack (Power and audio)
*Connect the Speakers, Subwoofer, and mic to the snake.
*Pull power for speakers and subwoofer from the yellow puck.

=== '''Deflating and Breakdown''' ===
For deflating the screen, each man should have a mid-strap to keep the tension on the screen to fold it in half.
*Turn off the air pump.
*As the screen is deflating pull mid-straps to the rear to ensure the screen folds in half (clamshell).
*Once folded in half open the vents and allow the screen to completely deflate.
*Disassemble the FOH and sound while the screen fully deflates.
*After the screen is fully deflated, fold in half again width-wise twice.
*Then fold again lengthwise ensuring the sock is on the bottom.
*Then roll the screen from the fold to the sock, keeping the sock outside.
*Place the screen in the bag and ratchet the bag to hold it together.

== <big>'''Two Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

== <big>'''Three Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

Production MovieNights

2024-01-25T20:23:21Z

Arianam: /* Front of House (FOH) and Sound */

== <big>'''One Story Screen'''</big> ==
Please read these installation instructions carefully BEFORE attempting to install your Fresh Air Flicks 1-STORY AIRSCREEN. Before commencing inflation, ensure that all items and personnel required to complete the installation are available. Adhering to the procedures set out in this guide will ensure a safe and successful installation.

=== '''General Information''' ===
*The Airscreen should not be operated in wind speeds over 24mph; this is when the tree tops are waving vigorously in the wind.

*Always cordon off the area inside the anchoring points and do not allow any members of the public within this area.

*The first row of the audience should be the height of the frame plus 6' away from the frame. Thus, if the frame is 16‘ high (1-story), the first row of seats should be positioned 20' back.

*If using water containers as ballast, water can often be supplied by arrangement with the local fire dept. to use a fire hydrant. Be sure to have the hydrant package (hydrant key, hose, hose-splitter).

*If the system is being used at an event over several days, then deflate the screen and pack up the system at the end of each screening.

*Before unfolding the screen, put a tarp under the screen to protect the bottom of the screen from dirt and sharp objects.

*Ground Space Needed - add 6' to the width and 10’ to the height of the Airscreen; this tells you the minimum space you need to unfold and inflate the screen.

*Minimum 2 men on a 1-story.

=== '''Unpacking Equipment''' ===
* lay down a ten foot 12/3 in the middle of the tarp making a + sign with the tarp and cable.
* place the rolled up screen on the edge on the right or left side depending on the location of the sock.

=== '''Laying Out Equipment''' ===
* unroll the screen away from the edge across the tarp. Leaving the air vent “sock” on the edge of the tarp and the 12/3 cable under the screen.
* “sock” (air intake valve) remains on the edge.
* Once the screen has been unrolled and unfolded length-wise. Unfold the screen twice width-wise making sure the screen remains folded in half (clam-shell).

=== '''Securing Vent Covers''' ===
There are usually 4 vent covers on a 2 story. There are 2 on top front left and right, and 2 side vents.
*First zipper all inner vents.
*Secure vents with the velco
*Ensure the vents are sealed and flush with the screen.

=== '''Anchoring''' ===
Whether you are using water barrels or stakes the distance and placement are the same.

* '''Stakes'''
** 1 stake per corner. Ensure top and bottom ratchet are staked together for each corner.
** The position of the achor points is important. Each anchor point is 16’ away from the screen.
** The front anchor points are 16’ away from the screen and 7’ over creating a 45degree angle.
** The rear anchor points are 16’ straight back.

* '''Water Barrels'''
**Using a minimum of 1 water barrels per anchor point, using the 1” ratchet straps secure the barrels together.
***Secure a carbineer or a shackle on the 1” ratchet strap
***Attach the screen ratchet strap to the carabiner or shackle
**Ensuring the straps are connected to the screen, attach the straps to the Screen ratchets
**Feed the straps through the bottom of the ratchets while in the closed position and out through the top. Then pull the slack out of the strap and back towards the screen.
**Take all the slack out the straps
**Ratchet the bottom straps tight
**For the top straps pull about 1 to 2 arm lengths out. (6-10’), then ratchet them so the slack doesn’t slip back.
*'''*MAKE SURE ALL RATCHETS ARE IN THE CLOSED AND LOCKED POSITION'''

=== '''Inflating the Screen''' ===
Each man takes a mid strap to guide the screen up.
*Attach the air pump to the air vent “sock”
*While holding the mid straps turn on the air pump.
*Once fully inflated adjust the straps to straighten out the screen to ensure a level, straight, and direct viewing of the screen.

=== '''Front of House (FOH) and Sound''' ===
*With the 12/3 cable we laid down before we inflated the screen plug on end into the generator or power that has been provided for you
*The other end will plug into the yellow waterproof surge protector(puck).
*Plug the 50’ snake into the Yellow puck.
*Connect the snake to the rack using the cables preset in the rack (Power and audio)
*Connect the Speakers, Subwoofer, and mic to the snake.
*Pull power for speakers and subwoofer from the yellow puck.

=== '''Deflating and Breakdown''' ===

== <big>'''Two Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

== <big>'''Three Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

Production MovieNights

2024-01-25T20:22:51Z

Arianam: /* Inflating the Screen */

== <big>'''One Story Screen'''</big> ==
Please read these installation instructions carefully BEFORE attempting to install your Fresh Air Flicks 1-STORY AIRSCREEN. Before commencing inflation, ensure that all items and personnel required to complete the installation are available. Adhering to the procedures set out in this guide will ensure a safe and successful installation.

=== '''General Information''' ===
*The Airscreen should not be operated in wind speeds over 24mph; this is when the tree tops are waving vigorously in the wind.

*Always cordon off the area inside the anchoring points and do not allow any members of the public within this area.

*The first row of the audience should be the height of the frame plus 6' away from the frame. Thus, if the frame is 16‘ high (1-story), the first row of seats should be positioned 20' back.

*If using water containers as ballast, water can often be supplied by arrangement with the local fire dept. to use a fire hydrant. Be sure to have the hydrant package (hydrant key, hose, hose-splitter).

*If the system is being used at an event over several days, then deflate the screen and pack up the system at the end of each screening.

*Before unfolding the screen, put a tarp under the screen to protect the bottom of the screen from dirt and sharp objects.

*Ground Space Needed - add 6' to the width and 10’ to the height of the Airscreen; this tells you the minimum space you need to unfold and inflate the screen.

*Minimum 2 men on a 1-story.

=== '''Unpacking Equipment''' ===
* lay down a ten foot 12/3 in the middle of the tarp making a + sign with the tarp and cable.
* place the rolled up screen on the edge on the right or left side depending on the location of the sock.

=== '''Laying Out Equipment''' ===
* unroll the screen away from the edge across the tarp. Leaving the air vent “sock” on the edge of the tarp and the 12/3 cable under the screen.
* “sock” (air intake valve) remains on the edge.
* Once the screen has been unrolled and unfolded length-wise. Unfold the screen twice width-wise making sure the screen remains folded in half (clam-shell).

=== '''Securing Vent Covers''' ===
There are usually 4 vent covers on a 2 story. There are 2 on top front left and right, and 2 side vents.
*First zipper all inner vents.
*Secure vents with the velco
*Ensure the vents are sealed and flush with the screen.

=== '''Anchoring''' ===
Whether you are using water barrels or stakes the distance and placement are the same.

* '''Stakes'''
** 1 stake per corner. Ensure top and bottom ratchet are staked together for each corner.
** The position of the achor points is important. Each anchor point is 16’ away from the screen.
** The front anchor points are 16’ away from the screen and 7’ over creating a 45degree angle.
** The rear anchor points are 16’ straight back.

* '''Water Barrels'''
**Using a minimum of 1 water barrels per anchor point, using the 1” ratchet straps secure the barrels together.
***Secure a carbineer or a shackle on the 1” ratchet strap
***Attach the screen ratchet strap to the carabiner or shackle
**Ensuring the straps are connected to the screen, attach the straps to the Screen ratchets
**Feed the straps through the bottom of the ratchets while in the closed position and out through the top. Then pull the slack out of the strap and back towards the screen.
**Take all the slack out the straps
**Ratchet the bottom straps tight
**For the top straps pull about 1 to 2 arm lengths out. (6-10’), then ratchet them so the slack doesn’t slip back.
*'''*MAKE SURE ALL RATCHETS ARE IN THE CLOSED AND LOCKED POSITION'''

=== '''Inflating the Screen''' ===
Each man takes a mid strap to guide the screen up.
*Attach the air pump to the air vent “sock”
*While holding the mid straps turn on the air pump.
*Once fully inflated adjust the straps to straighten out the screen to ensure a level, straight, and direct viewing of the screen.

=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

== <big>'''Two Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

== <big>'''Three Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

Production MovieNights

2024-01-25T20:22:21Z

Arianam: /* Anchoring */

== <big>'''One Story Screen'''</big> ==
Please read these installation instructions carefully BEFORE attempting to install your Fresh Air Flicks 1-STORY AIRSCREEN. Before commencing inflation, ensure that all items and personnel required to complete the installation are available. Adhering to the procedures set out in this guide will ensure a safe and successful installation.

=== '''General Information''' ===
*The Airscreen should not be operated in wind speeds over 24mph; this is when the tree tops are waving vigorously in the wind.

*Always cordon off the area inside the anchoring points and do not allow any members of the public within this area.

*The first row of the audience should be the height of the frame plus 6' away from the frame. Thus, if the frame is 16‘ high (1-story), the first row of seats should be positioned 20' back.

*If using water containers as ballast, water can often be supplied by arrangement with the local fire dept. to use a fire hydrant. Be sure to have the hydrant package (hydrant key, hose, hose-splitter).

*If the system is being used at an event over several days, then deflate the screen and pack up the system at the end of each screening.

*Before unfolding the screen, put a tarp under the screen to protect the bottom of the screen from dirt and sharp objects.

*Ground Space Needed - add 6' to the width and 10’ to the height of the Airscreen; this tells you the minimum space you need to unfold and inflate the screen.

*Minimum 2 men on a 1-story.

=== '''Unpacking Equipment''' ===
* lay down a ten foot 12/3 in the middle of the tarp making a + sign with the tarp and cable.
* place the rolled up screen on the edge on the right or left side depending on the location of the sock.

=== '''Laying Out Equipment''' ===
* unroll the screen away from the edge across the tarp. Leaving the air vent “sock” on the edge of the tarp and the 12/3 cable under the screen.
* “sock” (air intake valve) remains on the edge.
* Once the screen has been unrolled and unfolded length-wise. Unfold the screen twice width-wise making sure the screen remains folded in half (clam-shell).

=== '''Securing Vent Covers''' ===
There are usually 4 vent covers on a 2 story. There are 2 on top front left and right, and 2 side vents.
*First zipper all inner vents.
*Secure vents with the velco
*Ensure the vents are sealed and flush with the screen.

=== '''Anchoring''' ===
Whether you are using water barrels or stakes the distance and placement are the same.

* '''Stakes'''
** 1 stake per corner. Ensure top and bottom ratchet are staked together for each corner.
** The position of the achor points is important. Each anchor point is 16’ away from the screen.
** The front anchor points are 16’ away from the screen and 7’ over creating a 45degree angle.
** The rear anchor points are 16’ straight back.

* '''Water Barrels'''
**Using a minimum of 1 water barrels per anchor point, using the 1” ratchet straps secure the barrels together.
***Secure a carbineer or a shackle on the 1” ratchet strap
***Attach the screen ratchet strap to the carabiner or shackle
**Ensuring the straps are connected to the screen, attach the straps to the Screen ratchets
**Feed the straps through the bottom of the ratchets while in the closed position and out through the top. Then pull the slack out of the strap and back towards the screen.
**Take all the slack out the straps
**Ratchet the bottom straps tight
**For the top straps pull about 1 to 2 arm lengths out. (6-10’), then ratchet them so the slack doesn’t slip back.
*'''*MAKE SURE ALL RATCHETS ARE IN THE CLOSED AND LOCKED POSITION'''

=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

== <big>'''Two Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

== <big>'''Three Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

Production MovieNights

2024-01-25T20:21:30Z

Arianam: /* Anchoring */

== <big>'''One Story Screen'''</big> ==
Please read these installation instructions carefully BEFORE attempting to install your Fresh Air Flicks 1-STORY AIRSCREEN. Before commencing inflation, ensure that all items and personnel required to complete the installation are available. Adhering to the procedures set out in this guide will ensure a safe and successful installation.

=== '''General Information''' ===
*The Airscreen should not be operated in wind speeds over 24mph; this is when the tree tops are waving vigorously in the wind.

*Always cordon off the area inside the anchoring points and do not allow any members of the public within this area.

*The first row of the audience should be the height of the frame plus 6' away from the frame. Thus, if the frame is 16‘ high (1-story), the first row of seats should be positioned 20' back.

*If using water containers as ballast, water can often be supplied by arrangement with the local fire dept. to use a fire hydrant. Be sure to have the hydrant package (hydrant key, hose, hose-splitter).

*If the system is being used at an event over several days, then deflate the screen and pack up the system at the end of each screening.

*Before unfolding the screen, put a tarp under the screen to protect the bottom of the screen from dirt and sharp objects.

*Ground Space Needed - add 6' to the width and 10’ to the height of the Airscreen; this tells you the minimum space you need to unfold and inflate the screen.

*Minimum 2 men on a 1-story.

=== '''Unpacking Equipment''' ===
* lay down a ten foot 12/3 in the middle of the tarp making a + sign with the tarp and cable.
* place the rolled up screen on the edge on the right or left side depending on the location of the sock.

=== '''Laying Out Equipment''' ===
* unroll the screen away from the edge across the tarp. Leaving the air vent “sock” on the edge of the tarp and the 12/3 cable under the screen.
* “sock” (air intake valve) remains on the edge.
* Once the screen has been unrolled and unfolded length-wise. Unfold the screen twice width-wise making sure the screen remains folded in half (clam-shell).

=== '''Securing Vent Covers''' ===
There are usually 4 vent covers on a 2 story. There are 2 on top front left and right, and 2 side vents.
*First zipper all inner vents.
*Secure vents with the velco
*Ensure the vents are sealed and flush with the screen.

=== '''Anchoring''' ===
Whether you are using water barrels or stakes the distance and placement are the same.

* '''Stakes'''
** 1 stake per corner. Ensure top and bottom ratchet are staked together for each corner.
** The position of the achor points is important. Each anchor point is 16’ away from the screen.
** The front anchor points are 16’ away from the screen and 7’ over creating a 45degree angle.
** The rear anchor points are 16’ straight back.

* '''Water Barrels'''
**Using a minimum of 1 water barrels per anchor point, using the 1” ratchet straps secure the barrels together.
***Secure a carbineer or a shackle on the 1” ratchet strap
***Attach the screen ratchet strap to the carabiner or shackle
**Ensuring the straps are connected to the screen, attach the straps to the Screen ratchets
**Feed the straps through the bottom of the ratchets while in the closed position and out through the top. Then pull the slack out of the strap and back towards the screen.
**Take all the slack out the straps

=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

== <big>'''Two Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

== <big>'''Three Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

Production MovieNights

2024-01-25T20:17:34Z

Arianam: /* Anchoring */

Production MovieNights

2024-01-25T20:14:02Z

Arianam: /* One Story Screen */

Production MovieNights

2024-01-25T20:13:12Z

Arianam: /* Anchoring */

Production MovieNights

2024-01-25T20:12:51Z

Arianam: /* Securing Vent Covers */

Production MovieNights

2024-01-25T20:12:23Z

Arianam: /* Laying Out Equipment */

Production MovieNights

2024-01-25T20:11:51Z

Arianam: /* Unpacking Equipment */

Production MovieNights

2024-01-25T20:11:31Z

Arianam: /* One Story Screen */

Production MovieNights

2024-01-25T20:11:23Z

Arianam: /* General Information */

Production MovieNights

2024-01-25T20:10:15Z

Arianam: /* One Story Screen */

Production MovieNights

2024-01-25T20:10:05Z

Arianam: /* General Information */

== <big>'''One Story Screen'''</big> ==
=== '''General Information''' ===

=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

== <big>'''Two Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

== <big>'''Three Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

Production MovieNights

2024-01-25T20:09:51Z

Arianam: /* General Information */

== <big>'''One Story Screen'''</big> ==
=== '''General Information''' ===
Please read these installation instructions carefully BEFORE attempting to install your Fresh Air Flicks 1-STORY AIRSCREEN. Before commencing inflation, ensure that all items and personnel required to complete the installation are available. Adhering to the procedures set out in this guide will ensure a safe and successful installation.

=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

== <big>'''Two Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

== <big>'''Three Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

Production MovieNights

2024-01-25T20:09:19Z

Arianam: Created page with "== <big>'''One Story Screen'''</big> == === '''General Information''' === === '''Unpacking Equipment''' === === '''Laying Out Equipment''' === === '''Securing Vent Covers''' === === '''Anchoring''' === === Stakes === === Water Barrels === === '''Inflating the Screen''' === === '''Front of House (FOH) and Sound''' === === '''Deflating and Breakdown''' === == <big>'''Two Story Screen'''</big> == === '''General Information''' === === '''Unpacking Equipment''' === === '''..."

== <big>'''One Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

== <big>'''Two Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

== <big>'''Three Story Screen'''</big> ==
=== '''General Information''' ===
=== '''Unpacking Equipment''' ===
=== '''Laying Out Equipment''' ===
=== '''Securing Vent Covers''' ===
=== '''Anchoring''' ===
=== Stakes ===
=== Water Barrels ===
=== '''Inflating the Screen''' ===
=== '''Front of House (FOH) and Sound''' ===
=== '''Deflating and Breakdown''' ===

Scheduling

2024-01-25T18:05:43Z

Arianam:

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''
 

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833
 

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===
Scheduling is responsible for ensuring each company vehicle is assigned a driver.
 

When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

[[File:Driving-How You're Scheduled.jpg|left|text-bottom|link=PDF Index|''[[commons:Driver Schedule Breakdown]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below example email:
 
[[File:Driving - Warehouse Access Email.png|left|text-bottom|link=PDF Index|''[[commons:Warehouse Access Email]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Trucking Assignments''' ===

*The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
*Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.

The email will look something like this:
[[File:Driving - Trucking Assignments.png|left|text-bottom|link=PDF Index|''[[commons:Trucking Assignments]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''How You're Paid''' ===
*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===
Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

 
The following are a few tips to keep in mind immediately after involvement in a collision:

'''1.''' Shift your vehicle into "park."

'''2.''' Check yourself and any passengers for injuries.

'''3.''' If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 
 
If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 

 
''Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.''
 

 
You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.

 
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 

Once you’re in a safe location:
*Submit a Frost Incident Form - [https://clients.frostproductions.biz/incidentform FROST Incident Form]
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state. ''If you have a DOT card, please submit a copy of your current card for us to keep on file.''

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

PDF Index

2024-01-25T18:03:25Z

Arianam: /* Scheduling */

== <big>Production</big> ==

=== Lighting ===
* [[Media:Astera Guide.pdf|Astera Guide]]
* [[Media:Frost Fixture Reference Sheet 2023.pdf|Frost Fixture Reference Sheet]]
* [[Media:Tool List.pdf|Lighting Tool List]]

=== Audio ===

=== Video ===

=== Décor ===

=== Rigging ===
* [[Media:Span-Set.jpg|Span Set]]
* [[Media:SpanSetChokes.png.png|Span Set Chokes]]
* [[Media:ShackleDoDonts.png|Shackle Dos and Don'ts]]
* [[Media:AC-GripLocks.png|AC Grip Locks]]

=== Power & Electrics ===

=== Outdoor Movies ===

== <big>Operations</big> ==

=== Scheduling ===
* [[Media:Military_Time_Breakdown.png|Military Time]]
* [[Media:Reading_Your_Schedule.jpg|How to Read Your Schedule]]
* [[Media:Show Call Dress Code.png|Show Call Dress Code]]
* [[Media:Driving-How You're Scheduled.jpg|Driver Schedule Example]]
* [[Media:Driving - Warehouse Access Email.png|Warehouse Access Email Example]]
* [[Media:Driving - Trucking Assignments.png|Truck Assignments Email Example]]

=== HR & Payroll ===
* [[Media:How To Access Your W2 Via EE Portal.jpg|How to Access Your DecisionHR Employee Portal]]
* [[Media:Paid Safe Sick Leave-Notice (English).jpg|Paid Safe and Sick Leave Notice]]
* [[Media:PaidSafeandSickLeave-VerificationForm.pdf|Paid Safe and Sick Leave Verification Form]]

PDF Index

2024-01-25T18:01:46Z

Arianam: /* Scheduling */

== <big>Production</big> ==

=== Lighting ===
* [[Media:Astera Guide.pdf|Astera Guide]]
* [[Media:Frost Fixture Reference Sheet 2023.pdf|Frost Fixture Reference Sheet]]
* [[Media:Tool List.pdf|Lighting Tool List]]

=== Audio ===

=== Video ===

=== Décor ===

=== Rigging ===
* [[Media:Span-Set.jpg|Span Set]]
* [[Media:SpanSetChokes.png.png|Span Set Chokes]]
* [[Media:ShackleDoDonts.png|Shackle Dos and Don'ts]]
* [[Media:AC-GripLocks.png|AC Grip Locks]]

=== Power & Electrics ===

=== Outdoor Movies ===

== <big>Operations</big> ==

=== Scheduling ===
* [[Media:Military_Time_Breakdown.png|Military Time]]
* [[Media:Reading_Your_Schedule.jpg|How to Read Your Schedule]]
* [[Media:Show Call Dress Code.png|Show Call Dress Code]]
* [[Media:Driving-How You're Scheduled.jpg|Driver Schedule Example]]
* [[Media:Driving - Warehouse Access Email.png|Warehouse Access Email Example]]
* [[Media:Driving - Trucking Assignments.pnge.png|Truck Assignments Email Example]]

=== HR & Payroll ===
* [[Media:How To Access Your W2 Via EE Portal.jpg|How to Access Your DecisionHR Employee Portal]]
* [[Media:Paid Safe Sick Leave-Notice (English).jpg|Paid Safe and Sick Leave Notice]]
* [[Media:PaidSafeandSickLeave-VerificationForm.pdf|Paid Safe and Sick Leave Verification Form]]

Scheduling

2024-01-25T17:57:20Z

Arianam: /* Driving Trucks */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===
Scheduling is responsible for ensuring each company vehicle is assigned a driver.
 

When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

[[File:Driving-How You're Scheduled.jpg|left|text-bottom|link=PDF Index|''[[commons:Driver Schedule Breakdown]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below example email:
 
[[File:Driving - Warehouse Access Email.png|left|text-bottom|link=PDF Index|''[[commons:Warehouse Access Email]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Trucking Assignments''' ===

*The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
*Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.

The email will look something like this:
[[File:Driving - Trucking Assignments.png|left|text-bottom|link=PDF Index|''[[commons:Trucking Assignments]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''How You're Paid''' ===
*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===
Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

 
The following are a few tips to keep in mind immediately after involvement in a collision:

'''1.''' Shift your vehicle into "park."

'''2.''' Check yourself and any passengers for injuries.

'''3.''' If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 
 
If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 

 
''Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.''
 

 
You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.

 
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 

Once you’re in a safe location:
*Submit a Frost Incident Form - [https://clients.frostproductions.biz/incidentform FROST Incident Form]
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state. ''If you have a DOT card, please submit a copy of your current card for us to keep on file.''

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:49:11Z

Arianam: /* Trucking Assignments */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

Scheduling is responsible for ensuring each company vehicle is assigned a driver.
 

When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

[[File:Driving-How You're Scheduled.jpg|left|text-bottom|link=PDF Index|''[[commons:Driver Schedule Breakdown]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below example email:
 
[[File:Driving - Warehouse Access Email.png|left|text-bottom|link=PDF Index|''[[commons:Warehouse Access Email]]'']]
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Trucking Assignments''' ===

*The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
*Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.

The email will look something like this:
[[File:Driving - Trucking Assignments.png|left|text-bottom|link=PDF Index|''[[commons:Trucking Assignments]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===
Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

 
The following are a few tips to keep in mind immediately after involvement in a collision:

'''1.''' Shift your vehicle into "park."

'''2.''' Check yourself and any passengers for injuries.

'''3.''' If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 
 
If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 

 
''Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.''
 

 
You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.

 
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 

Once you’re in a safe location:
*Submit a Frost Incident Form - [https://clients.frostproductions.biz/incidentform FROST Incident Form]
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

 
If you have a DOT card, please submit a copy of your current card for us to keep on file.
 

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:48:03Z

Arianam: /* Driving Trucks */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

Scheduling is responsible for ensuring each company vehicle is assigned a driver.
 

When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

[[File:Driving-How You're Scheduled.jpg|left|text-bottom|link=PDF Index|''[[commons:Driver Schedule Breakdown]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below example email:
 
[[File:Driving - Warehouse Access Email.png|left|text-bottom|link=PDF Index|''[[commons:Warehouse Access Email]]'']]
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.

The email will look something like this:
[[File:Driving - Trucking Assignments.png|left|text-bottom|link=PDF Index|''[[commons:Trucking Assignments]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===
Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

 
The following are a few tips to keep in mind immediately after involvement in a collision:

'''1.''' Shift your vehicle into "park."

'''2.''' Check yourself and any passengers for injuries.

'''3.''' If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 
 
If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 

 
''Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.''
 

 
You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.

 
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 

Once you’re in a safe location:
*Submit a Frost Incident Form - [https://clients.frostproductions.biz/incidentform FROST Incident Form]
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

 
If you have a DOT card, please submit a copy of your current card for us to keep on file.
 

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:47:14Z

Arianam: /* Trucking Assignments */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

Scheduling is responsible for ensuring each company vehicle is assigned a driver.
 

When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

[[File:Driving-How You're Scheduled.jpg|left|text-bottom|link=PDF Index|''[[commons:Driver Schedule Breakdown]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below example email:
 
[[File:Driving - Warehouse Access Email.png|left|text-bottom|link=PDF Index|''[[commons:Warehouse Access Email]]'']]
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.

The email will look something like this:
[[File:Driving - Trucking Assignments.png|left|text-bottom|link=PDF Index|''[[commons:Trucking Assignments]]'']]

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===
Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

 
The following are a few tips to keep in mind immediately after involvement in a collision:

'''1.''' Shift your vehicle into "park."

'''2.''' Check yourself and any passengers for injuries.

'''3.''' If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 
 
If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 

 
''Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.''
 

 
You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.

 
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 

Once you’re in a safe location:
*Submit a Frost Incident Form - [https://clients.frostproductions.biz/incidentform FROST Incident Form]
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

 
If you have a DOT card, please submit a copy of your current card for us to keep on file.
 

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:45:14Z

Arianam: /* Driving Trucks */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

Scheduling is responsible for ensuring each company vehicle is assigned a driver.
 

When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

[[File:Driving-How You're Scheduled.jpg|left|text-bottom|link=PDF Index|''[[commons:Driver Schedule Breakdown]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below example email:
 
[[File:Driving - Warehouse Access Email.png|left|text-bottom|link=PDF Index|''[[commons:Warehouse Access Email]]'']]
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===
Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

 
The following are a few tips to keep in mind immediately after involvement in a collision:

'''1.''' Shift your vehicle into "park."

'''2.''' Check yourself and any passengers for injuries.

'''3.''' If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 
 
If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 

 
''Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.''
 

 
You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.

 
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 

Once you’re in a safe location:
*Submit a Frost Incident Form - [https://clients.frostproductions.biz/incidentform FROST Incident Form]
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

 
If you have a DOT card, please submit a copy of your current card for us to keep on file.
 

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:43:59Z

Arianam: /* How You're Scheduled */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

Scheduling is responsible for ensuring each company vehicle is assigned a driver.
 

When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

[[File:Driving-How You're Scheduled.jpg|left|text-bottom|link=PDF Index|''[[commons:Driver Schedule Breakdown]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below example email:
 
[[File:Driving - Warehouse Access Email.png|left|text-bottom|link=PDF Index|''[[commons:Warehouse Access Email]]'']]

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===
Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

 
The following are a few tips to keep in mind immediately after involvement in a collision:

'''1.''' Shift your vehicle into "park."

'''2.''' Check yourself and any passengers for injuries.

'''3.''' If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 
 
If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 

 
''Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.''
 

 
You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.

 
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 

Once you’re in a safe location:
*Submit a Frost Incident Form - [https://clients.frostproductions.biz/incidentform FROST Incident Form]
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

 
If you have a DOT card, please submit a copy of your current card for us to keep on file.
 

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

File:Driving-How You're Scheduled.jpg

2024-01-25T17:39:26Z

Arianam: Arianam uploaded a new version of File:Driving-How You're Scheduled.jpg

Scheduling

2024-01-25T17:35:27Z

Arianam: /* How You're Scheduled */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

Scheduling is responsible for ensuring each company vehicle is assigned a driver.

*When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===
Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

 
The following are a few tips to keep in mind immediately after involvement in a collision:

'''1.''' Shift your vehicle into "park."

'''2.''' Check yourself and any passengers for injuries.

'''3.''' If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 
 
If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 

 
''Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.''
 

 
You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.

 
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 

Once you’re in a safe location:
*Submit a Frost Incident Form - [https://clients.frostproductions.biz/incidentform FROST Incident Form]
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

 
If you have a DOT card, please submit a copy of your current card for us to keep on file.
 

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:34:22Z

Arianam: /* What To Do in an Accident */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===
Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

 
The following are a few tips to keep in mind immediately after involvement in a collision:

'''1.''' Shift your vehicle into "park."

'''2.''' Check yourself and any passengers for injuries.

'''3.''' If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 
 
If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 

 
''Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.''
 

 
You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.

 
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 

Once you’re in a safe location:
*Submit a Frost Incident Form - [https://clients.frostproductions.biz/incidentform FROST Incident Form]
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

 
If you have a DOT card, please submit a copy of your current card for us to keep on file.
 

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:33:03Z

Arianam: /* DOT Cards */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===
Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

 
The following are a few tips to keep in mind immediately after involvement in a collision:
'''1.''' Shift your vehicle into "park."
'''2.''' Check yourself and any passengers for injuries.
'''3.''' If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 
 
If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 

 
''Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.''
 

 
You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.

 
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

 
If you have a DOT card, please submit a copy of your current card for us to keep on file.
 

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:31:59Z

Arianam: /* DOT Cards */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===
Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

 
The following are a few tips to keep in mind immediately after involvement in a collision:
'''1.''' Shift your vehicle into "park."
'''2.''' Check yourself and any passengers for injuries.
'''3.''' If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 
 
If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 

 
''Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.''
 

 
You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.

 
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

 
If you have a DOT card, please submit a copy of your current card for us to keep on file.
 

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:31:30Z

Arianam: /* What To Do in an Accident */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===
Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

 
The following are a few tips to keep in mind immediately after involvement in a collision:
'''1.''' Shift your vehicle into "park."
'''2.''' Check yourself and any passengers for injuries.
'''3.''' If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 
 
If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 

 
''Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.''
 

 
You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.

 
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:30:35Z

Arianam: /* What To Do in an Accident */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===
Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

 
The following are a few tips to keep in mind immediately after involvement in a collision:
# 1. Shift your vehicle into "park."
# 2. Check yourself and any passengers for injuries.
# 3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 
 
If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 

 
''Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.''
 

 
You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.

 
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:26:44Z

Arianam: /* What To Do in an Accident */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===

Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.
 

The following are a few tips to keep in mind immediately after involvement in a collision:
1. Shift your vehicle into "park."
2. Check yourself and any passengers for injuries.
3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 

If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 

Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.
 

You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.
 
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 
Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.
 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 
Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:26:24Z

Arianam: /* What To Do in an Accident */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===

Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.
 

The following are a few tips to keep in mind immediately after involvement in a collision:
1. Shift your vehicle into "park."
2. Check yourself and any passengers for injuries.
3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 

If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 

Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.
 

You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.

'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 
Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.
 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 
Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:25:33Z

Arianam: /* What To Do in an Accident */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===

Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.
 
The following are a few tips to keep in mind immediately after involvement in a collision:
1. Shift your vehicle into "park."
2. Check yourself and any passengers for injuries.
3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.
 
If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.
 
Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.
 
You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''
 
Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.
 
'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''
 
Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:24:36Z

Arianam: /* Whatt To Do in an Accident */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

 
=== '''What To Do in an Accident''' ===

Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

The following are a few tips to keep in mind immediately after involvement in a collision:
1. Shift your vehicle into "park."
2. Check yourself and any passengers for injuries.
3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.

If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.

Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.

You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:23:36Z

Arianam: /* Whatt To Do in an Accident */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

=== '''Whatt To Do in an Accident''' ===

Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

The following are a few tips to keep in mind immediately after involvement in a collision:
1. Shift your vehicle into "park."
2. Check yourself and any passengers for injuries.
3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.

If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.

Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.

You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

'''NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.'''

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:23:17Z

Arianam: /* How You're Paid */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

=== '''How You're Paid''' ===

*Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
*Travel time is already calculated into your shift timing.

=== '''Whatt To Do in an Accident''' ===

Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

The following are a few tips to keep in mind immediately after involvement in a collision:
1. Shift your vehicle into "park."
2. Check yourself and any passengers for injuries.
3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.

If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.

Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.

You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:22:42Z

Arianam: /* Driving Trucks */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

=== '''FROST Contacts''' ===
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
=== '''How You're Scheduled''' ===

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

=== '''Trucking Assignments''' ===

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

=== '''How You're Paid''' ===

• Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
• Travel time is already calculated into your shift timing.

=== '''Whatt To Do in an Accident''' ===

Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

The following are a few tips to keep in mind immediately after involvement in a collision:
1. Shift your vehicle into "park."
2. Check yourself and any passengers for injuries.
3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.

If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.

Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.

You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

=== '''Fuel Cards''' ===
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

=== '''DOT Cards''' ===
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:17:10Z

Arianam: /* Driving Trucks */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 

'''Contacts'''
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955
 
'''How You’re Scheduled'''

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

'''Trucking Assignments'''

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

'''How You’re Paid'''

• Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
• Travel time is already calculated into your shift timing.

'''What to do in an Accident'''

Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

The following are a few tips to keep in mind immediately after involvement in a collision:
1. Shift your vehicle into "park."
2. Check yourself and any passengers for injuries.
3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.

If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.

Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.

You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

'''Fuel Cards'''
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

'''DOT Card'''
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:16:53Z

Arianam: /* Driving Trucks */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.
 
'''Contacts'''
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955

'''How You’re Scheduled'''

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

'''Trucking Assignments'''

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

'''How You’re Paid'''

• Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
• Travel time is already calculated into your shift timing.

'''What to do in an Accident'''

Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

The following are a few tips to keep in mind immediately after involvement in a collision:
1. Shift your vehicle into "park."
2. Check yourself and any passengers for injuries.
3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.

If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.

Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.

You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

'''Fuel Cards'''
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

'''DOT Card'''
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:16:35Z

Arianam: /* Emergency or On-Site Incidents */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked here:
[https://clients.frostproductions.com/incidentform FROST Incident Form]

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.

 

'''Contacts'''
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955

'''How You’re Scheduled'''

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

'''Trucking Assignments'''

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

'''How You’re Paid'''

• Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
• Travel time is already calculated into your shift timing.

'''What to do in an Accident'''

Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

The following are a few tips to keep in mind immediately after involvement in a collision:
1. Shift your vehicle into "park."
2. Check yourself and any passengers for injuries.
3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.

If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.

Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.

You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

'''Fuel Cards'''
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

'''DOT Card'''
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:15:17Z

Arianam: /* Crew Leading */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).
 
* If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked below:
https://clients.frostproductions.com/incidentform

*If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
**Ariana Michel (Operations Associate) : (985) 445-5769
**Patrick Rice (Director of Productions) : (917) 418-2521
**John Condon (Vice President) : (718) 644-6833

'''When providing information to the hospital or other treatment facility please provide the following:'''
*'''Company name''': Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*'''Address''': 145 West 30th Street – 9th floor – New York, NY 10001
*'''Contact''': John Condon
*'''Office line''': (212)751-0223
*'''Cell''': (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.

 

'''Contacts'''
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955

'''How You’re Scheduled'''

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

'''Trucking Assignments'''

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

'''How You’re Paid'''

• Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
• Travel time is already calculated into your shift timing.

'''What to do in an Accident'''

Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

The following are a few tips to keep in mind immediately after involvement in a collision:
1. Shift your vehicle into "park."
2. Check yourself and any passengers for injuries.
3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.

If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.

Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.

You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

'''Fuel Cards'''
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

'''DOT Card'''
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:13:26Z

Arianam: /* Crew Lists */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.
 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).

If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked below:
https://clients.frostproductions.com/incidentform

If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
*Ariana Michel (Operations Associate) : (985) 445-5769
*Patrick Rice (Director of Productions) : (917) 418-2521
*John Condon (Vice President) : (718) 644-6833

When providing information to the hospital or other treatment facility please provide the following:
*Company name: Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*Address: 145 West 30th Street – 9th floor – New York, NY 10001
*Contact: John Condon
*Office line: (212)751-0223
*Cell: (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.

 

'''Contacts'''
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955

'''How You’re Scheduled'''

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

'''Trucking Assignments'''

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

'''How You’re Paid'''

• Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
• Travel time is already calculated into your shift timing.

'''What to do in an Accident'''

Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

The following are a few tips to keep in mind immediately after involvement in a collision:
1. Shift your vehicle into "park."
2. Check yourself and any passengers for injuries.
3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.

If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.

Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.

You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

'''Fuel Cards'''
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

'''DOT Card'''
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:13:16Z

Arianam: /* Crew Leading */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.

 
=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).

If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked below:
https://clients.frostproductions.com/incidentform

If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
*Ariana Michel (Operations Associate) : (985) 445-5769
*Patrick Rice (Director of Productions) : (917) 418-2521
*John Condon (Vice President) : (718) 644-6833

When providing information to the hospital or other treatment facility please provide the following:
*Company name: Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*Address: 145 West 30th Street – 9th floor – New York, NY 10001
*Contact: John Condon
*Office line: (212)751-0223
*Cell: (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.

 

'''Contacts'''
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955

'''How You’re Scheduled'''

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

'''Trucking Assignments'''

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

'''How You’re Paid'''

• Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
• Travel time is already calculated into your shift timing.

'''What to do in an Accident'''

Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

The following are a few tips to keep in mind immediately after involvement in a collision:
1. Shift your vehicle into "park."
2. Check yourself and any passengers for injuries.
3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.

If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.

Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.

You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

'''Fuel Cards'''
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

'''DOT Card'''
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:13:03Z

Arianam: /* Crew Leading */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

=== '''Crew Lists''' ===

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.

 

=== '''Time Keeping''' ===

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

=== '''Reporting Responsibilities''' ===

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

=== '''Emergency or On-Site Incidents''' ===

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).

If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked below:
https://clients.frostproductions.com/incidentform

If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
*Ariana Michel (Operations Associate) : (985) 445-5769
*Patrick Rice (Director of Productions) : (917) 418-2521
*John Condon (Vice President) : (718) 644-6833

When providing information to the hospital or other treatment facility please provide the following:
*Company name: Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*Address: 145 West 30th Street – 9th floor – New York, NY 10001
*Contact: John Condon
*Office line: (212)751-0223
*Cell: (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.

 

'''Contacts'''
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955

'''How You’re Scheduled'''

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

'''Trucking Assignments'''

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

'''How You’re Paid'''

• Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
• Travel time is already calculated into your shift timing.

'''What to do in an Accident'''

Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

The following are a few tips to keep in mind immediately after involvement in a collision:
1. Shift your vehicle into "park."
2. Check yourself and any passengers for injuries.
3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.

If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.

Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.

You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

'''Fuel Cards'''
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

'''DOT Card'''
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

Scheduling

2024-01-25T17:11:18Z

Arianam: /* Driving Trucks */

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

 

== <big>'''Contacting the Scheduling Department'''</big> ==
=== New York Office ===
Please find the contact information for our New York Schedule Team below. If you are calling out of a shift, you MUST contact your crew leader first. The Crew Leader for each shift is listed on your schedule PDF. After you have contacted your Crew Leader, you can then notify the Schedule Team that you will need to be replaced.
* '''Email:''' Schedule@FrostProductions.com
* '''Text Alerts:''' (646) 481-3474 '''(do not call this number, text only)'''
* '''Office Phone:''' (212) 751-2391

=== Boston Office ===
* '''Email:''' KarenS@FrostProductions.com
* '''Office Phone:''' (617) 544-7555

 

== <big>'''Shift Schedules'''</big> ==

=== '''How to Read Your Schedule''' ===
Below you will find a sample schedule PDF and a breakdown on how to read this document. Frost Productions works on military time. Please note, that to be confirmed for a Requested call you must respond to the email containing the
PDF attachment AND receive a confirmation response from the Scheduling Department.


[[File:Military_Time_Breakdown.png|left|text-bottom|link=PDF Index|''[[commons:Military Time]]'']] [[File:Reading_Your_Schedule.jpg|center|text-bottom|link=PDF Index|''[[commons:How to Read Your Schedule]]'']]

===''' How to Confirm Calls''' ===
Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

=== '''Calling Out of a Confirmed Shift''' ===
On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

# If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
# You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

 

== <big>'''Availability'''</big> ==

=== '''Updating Availability''' ===
An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're '''NOT''' available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

=== '''Hold Requests''' ===
You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

 

== <big>'''Onsite Reminders'''</big> ==

=== '''Safety Reminders''' ===
If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

=== Beginning of Shift Procedure ===
When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.
* If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
* If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.
When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

=== '''Onsite Attire''' ===
Unless otherwise stated in red lettering on your schedule pdf (example below), the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots.
Please don't arrive to site in inappropriate attire.

*'''Show Call Dress Code Requirement''': If you're scheduled to work the show call of an event, you ask that you wear a suit. The suit should be a dark or neutral color, with a clean collared shirt, neutral-colored tie, and dress shoes. You may bring your suit to change into before the start of the program. ''If you do not have a suit'', show blacks with a collared shirt and/or dark-colored sports coat or blazer would be most appropriate.

*'''Met Club Dress Code Requirement''': The dress code for The Met Club will ALWAYS require you to wear the black Frost polo, clean work pants, and work boots.

[[File:Show Call Dress Code.png|left|text-bottom|link=PDF Index|''[[commons:Show Call Dress Code]]'']]
 
 
 
 
 
 
 
 
 
 
 
 
 

=== '''Onsite Etiquette''' ===
Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

=== '''Phones & Photograph'''y ===
Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members.
Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

=== '''End of Shift Procedure''' ===
You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift.
If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact '''Payroll@FrostProductions.com''' directly.

=== '''Show Call Reports''' ===
A Show Call Report is required for '''every''' show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at [http://www.frostproductions.biz/showcall www.frostproductions.com/showcall] or in the body of an email sent to '''Showcalls@FrostProductions.com.'''

== <big>'''Crew Leading'''</big> ==

'''Crew Lists'''

The Scheduling Team will send you a Crew List with all pertinent information the day before the event.
The Account Salesperson and Production Manager will also be copied on the crew list email as well if you have any questions.

 

'''Time Keeping'''

You will need to track the following times for each crew member:
*when your crew members arrive
*any breaks they take when they happen (Be sure to note the beginning and end of any breaks taken)
*when they leave.
Be sure to touch base with any Crew Leaders or Production Managers who may be on site with you but in a different location with a crew. You’ll need to coordinate to track everyone’s timing while on site so there is no unnecessary overlap.

Each employee is responsible for clocking their hours with the time clock app. Each employee has been sent separate instructions during their onboarding process. A quick reminder at the beginning and end of each shift will help your crew members remember.
 

'''Reporting Responsibilities'''

At the end of each event, please take 15-20 minutes to complete the Production Time Sheet; linked here: www.frostproductions.com/timesheet/
This is where you will record everyone’s times along with any notes that require our attention.

If you have trouble with the site loading, please e-mail the information to timesheet@frostproductions.com. The report can be formatted something like this:

*Date:
*Job Name: (Job Location)
*Job Type: (SU/SC/ST)
*Crew Leader: (You)
*Crew Leader’s Email:
*Employee 01: John Smith
*Shift Start: 10 AM
*Break Start: 1 PM
*Break End: 1:30 PM
*Shift End: 6 PM
*Etc…
*Additional Notes:
 

'''Emergency or On-Site Incidents'''

In the event of a crew member’s injury, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed).

If the incident is non-emergent and does not require emergency attention, please be sure to mention the incident in the Time Sheet and then fill out an Incident Report; linked below:
https://clients.frostproductions.com/incidentform

If the incident requires immediate medical attention, please attend to the person/injury accordingly (first aid, urgent care, or 911 as needed) and then follow up with a phone call to either:
*Ariana Michel (Operations Associate) : (985) 445-5769
*Patrick Rice (Director of Productions) : (917) 418-2521
*John Condon (Vice President) : (718) 644-6833

When providing information to the hospital or other treatment facility please provide the following:
*Company name: Frost Lighting Inc. (NOTE: Frost Productions is only a DBA)
*Address: 145 West 30th Street – 9th floor – New York, NY 10001
*Contact: John Condon
*Office line: (212)751-0223
*Cell: (718) 644-6833

== <big>'''Driving Trucks'''</big> ==
This information is meant for Employees who have agreed to drive for Frost Productions.

 

'''Contacts'''
*Scheduling – (212) 751-2391
*Warehouse – (201) 582-8955

'''How You’re Scheduled'''

• Scheduling is responsible for ensuring each company vehicle is assigned a driver.
• When you’re requested to drive, your schedule will look like this. Below is an example of Claus Grant’s schedule. Please note the location information, the list of drivers, and your meet-at-shop time are all circled in red.

Insert Photo Here

*If you do not have a key code to get into the warehouse, an email will go out to the warehouse from our Scheduling team letting them know you will need to be given access after business hours. That email will look like the below email:

Insert Photo Here

'''Trucking Assignments'''

• The warehouse handles assigning which specific truck will be on each job and prepping your truck to be taken out as soon as you show up to the warehouse to pick up your truck.
• Trucking assignments are emailed out from our warehouse crew leader at the end of the business day. The email will include the truck number you’ll drive, which bay the truck is parked in, and the location of the keys.
The email will look something like this:

Insert Photo Here

'''How You’re Paid'''

• Your paid time begins when you show up to the shop to pick up your truck and ends when you park the truck back at the warehouse.
• Travel time is already calculated into your shift timing.

'''What to do in an Accident'''

Vehicle collisions can be stressful when they occur, but it's important to remember that your safety is always the number one priority.

The following are a few tips to keep in mind immediately after involvement in a collision:
1. Shift your vehicle into "park."
2. Check yourself and any passengers for injuries.
3. If you cannot move your vehicle, or if medical assistance is needed, dial "911" and follow the operator's instructions.

If your vehicle is operable, and neither you nor any passengers with you have suffered any injuries, you should move to a secure location (such as the nearest shoulder, the median, or the rightmost lane of the road) before exiting to assess the situation.

Vehicle collisions resulting '''only''' in property damage are not required to be reported to the police.

You are responsible for exchanging the following with all other motorists involved in the accident:
*your driver's license information
*the company's insurance
*the vehicle registration with all other motorists.
'''''Please be sure to get clear photos of exchanged info and any damage done to vehicles.'''''

Once you’re in a safe location:
*Submit a Frost Incident Form - https://clients.frostproductions.biz/incidentform
*Be sure to include all photos of driver information and damage to vehicles
*For insurance purposes, a Report of Motor Vehicle Accident should be filed with the Department of Motor Vehicles.
*This form can be found online at dmv.ny.gov/forms/mv104.pdf, or at your local precinct or police service area.

NOTE: Leaving the scene of a collision before exchanging your information with other motorists is illegal under the ''New York State Vehicle and Traffic Law''.

Furthermore, you are required to remain on the scene and contact the police immediately after a vehicle collision when:
*Any person is injured or killed;
*A domestic animal is injured or killed; or,
*A parked vehicle or any other property is damaged, and the owner cannot be located.

 

'''Fuel Cards'''
All '''full-time employees''' who drive trucks are given a fuel replenishment card. This card is attached to a company account.

 

'''DOT Card'''
A DOT Card allows you to drive our company vehicles (specifically our trucks) out of state.

If you have a DOT card, please submit a copy of your current card for us to keep on file.

In the event that we ask you to get a DOT Card, an email will be sent with the following information:
*Link to local City MDs who perform DOT Medical Exams so you can complete the exam at your earliest convenience.
*Information on how to be reimbursed for exam expenses.
*Where to send your DOT card information once the exam is complete and the card has been administered

File:Driving-How You're Scheduled.jpg

2024-01-25T17:10:42Z

Arianam: