POLICIES & PRACTICES

Policy Title: Non-Discrimination Policy
Effective Date: 10/1/24

Policy Purpose: To affirm the Pollard Theatre’s commitment to creating a diverse, inclusive and equitable environment for all individuals, including patrons, staff, volunteers, and performers.

Policy Statement: Our theatre is dedicated to fostering an environment where everyone is treated with respect and dignity. We are committed to ensuring that our programs, services, and activities are accessible to and inclusive of all individuals, regardless of their background or identity.

Scope: This policy applies to all individuals involved with our theatre, including but not limited to patrons, staff, volunteers, performers, contractors, and visitors.

Non-Discrimination Guidelines:

1. Protected Categories:
• The Pollard Theatre does not discriminate on the basis of race, color, national origin, ethnicity, sex, gender identity, gender expression, sexual orientation, age, disability, religion, marital status, or any other characteristic protected by applicable law.

2. Equal Opportunity:
• All individuals are provided equal opportunities to participate in our programs and activities.
• Hiring, promotion, and volunteer opportunities are based on merit, qualifications, and organizational needs without bias.

3. Accessibility:
• We are committed to making our facilities, performances, and services accessible to everyone. Reasonable accommodations will be made for individuals with disabilities upon request.
• We strive to ensure that our communications, facilities, and programming are inclusive and accessible.

4. Harassment and Discrimination:
• Harassment, discrimination, or retaliation of any kind will not be tolerated. This includes but is not limited to verbal, physical, or psychological abuse based on any protected category.
• Individuals who experience or witness discriminatory behavior or harassment are encouraged to report it to development@thepollard.org without fear of retaliation.

5. Complaint Procedure:
• Complaints regarding discrimination or harassment will be taken seriously and investigated promptly.
• We are committed to resolving complaints in a fair and timely manner, ensuring confidentiality to the extent possible.

6. Training and Awareness:
• All staff, volunteers, and board members will receive training on this policy and on creating an inclusive and respectful environment.
• Regular reviews and updates of this policy will be conducted to ensure ongoing relevance and effectiveness.

7. Commitment to Diversity:
• We actively seek to represent diverse perspectives and voices in our programming, staffing, and leadership.
• We encourage and welcome feedback from our community to improve our inclusivity efforts.

Responsibility:
• All individuals associated with our theatre are expected to uphold this policy and contribute to a positive and respectful environment.
• Supervisors and leaders are responsible for enforcing this policy and addressing any concerns that arise.

Review and Revision:
• This policy will be reviewed and updated as necessary to reflect changes in laws, organizational needs, and best practices in diversity and inclusion.

Approval:
• This policy has been approved by The Pollard Board of Directors and is effective as of 10/1/24.

By embracing this policy, we aim to create a theatre that celebrates diversity and fosters a culture of
respect and inclusivity.

Policy Title: Safety Protocol Policy
Effective Date: 10/1/24

Policy Purpose: To ensure a safe and secure environment for all individuals involved with our nonprofit theatre, including patrons, staff, volunteers, performers, and visitors. This policy outlines the safety measures and procedures to be followed to prevent accidents, injuries, and emergencies.
Policy Statement: The Pollard Theatre is dedicated to maintaining the highest standards of safety for everyone who interacts with our organization. We are committed to implementing and adhering to safety protocols that protect the well-being of our community and ensure a safe operational
environment.

Scope: This policy applies to all individuals at our theatre, including staff, volunteers, performers,  patrons, contractors, and visitors.

Safety Protocols:

1. General Safety Guidelines:
• All individuals must adhere to basic safety practices, including but not limited to keeping walkways clear, using equipment properly, and reporting any hazards immediately.
• Smoking is prohibited in all indoor areas of the theatre.

2. Emergency Procedures:
• Emergency exits will be clearly marked and accessible at all times. Individuals should familiarize themselves with the location of exits and evacuation routes.
• Fire drills and emergency response training will be conducted regularly for staff and volunteers.
• In the event of an emergency, follow the instructions of emergency personnel and designated safety officers.

3. First Aid and Medical Emergencies:
• A first aid kit will be readily available at all times in designated locations throughout the theatre.
• In case of a medical emergency, call 911 and provide assistance until professional help arrives.

4. Security Measures:
• All personal belongings should be kept secure, and suspicious activity should be reported to security personnel or staff immediately.

5. Facility Maintenance:
• Regular inspections of the facility will be conducted to identify and address potential safety hazards, including maintenance of equipment, lighting, and structural elements.
• Any safety concerns or maintenance issues should be reported to development@thepollard.org

6. Accessibility and Inclusivity:
• The theatre will ensure that all areas are accessible to individuals with disabilities. Reasonable accommodations will be made to assist those with special needs.
• Accessibility features, such as ramps and accessible restrooms, will be maintained and kept in good working order.

7. Training and Awareness:
• All staff, volunteers, and performers will receive training on safety protocols, including emergency procedures and security measures.
• Safety briefings will be conducted regularly to keep everyone informed of current procedures and best practices.

8. Incident Reporting and Follow-Up:
• Any accidents, injuries, or safety incidents must be reported to development@thepollard.org immediately.
• An incident report form (LINK) should be completed for all accidents and near-misses.

Follow-up actions will be taken to address the root causes and prevent recurrence.

Responsibility:
• All individuals associated with our theatre are responsible for adhering to this policy and contributing to a safe environment.
• Supervisors and leaders are responsible for enforcing safety protocols and addressing any safety concerns or issues that arise.

Review and Revision:
• This policy will be reviewed and updated as necessary to reflect changes in safety regulations, organizational needs, and best practices.

Approval:
• This policy has been approved by The Pollard Board of Directors and is effective as of 10/1/24.

By adhering to these safety protocols, we aim to create a secure and welcoming environment for all who participate in and enjoy our theatre’s programs and activities.

Policy Title: Restroom Use and Access Policy
Effective Date: 10/1/24

Policy Purpose: To ensure all individuals have equitable access to restroom facilities while respecting the diversity and dignity of every person, regardless of gender identity or presentation.

Policy Statement: Our nonprofit organization is committed to creating an inclusive environment for all individuals. We recognize that restroom use is an important aspect of comfort and accessibility. Therefore, we have designated our restrooms as “Male Presenting” and “Female Presenting” to
accommodate diverse needs, while affirming that restroom access is not restricted to gender identities

Restroom Designation and Access:

1. Designations:
• Restrooms are designated as “Male Presenting” and “Female Presenting.”
• These designations are intended to offer options based on presentation rather than strict gender categories.

2. Non-Discrimination:
• All individuals are welcome to use the restroom that best aligns with their gender presentation or personal comfort.
• Access to restrooms is not restricted by gender identity, gender expression, or any other personal characteristic.

3. Privacy and Respect:
• We encourage everyone to use the restroom that aligns with their comfort level and presentation.• We ask all individuals to respect each others’ privacy and avoid making assumptions about others’ identities or presentations.

4. Signage and Accessibility:
• Restroom signage will indicate the designations with traditional “male” and “female” iconography, but will not imply restrictive access.
• All restrooms will be maintained with equal care and accessibility, ensuring that they are clean, safe, and welcoming for all users.

5. Feedback and Concerns:
• We are committed to ongoing improvement and inclusion. If you have any concerns or suggestions regarding restroom access, please contact development@thepollard.org
• We will address any issues or feedback in a timely and respectful manner to ensure that our facilities remain inclusive and accessible.

Enforcement:
• All staff, volunteers, and visitors are expected to adhere to this policy as it complies with our Non-Discrimination Policy, here: LINK

Review and Revision:
• This policy will be reviewed as needed to ensure it continues to meet the needs of our
community and aligns with best practices for inclusivity.

Approval:
• This policy has been approved by The Pollard Board of Directors and is effective as of 10/1/24

By following this policy, we aim to foster an environment where everyone feels respected and valued. Thank you for your cooperation and understanding.

Policy Title: Minor Policy
Effective Date: 10/1/24

Policy Purpose
This policy establishes the guidelines for working with minors at The Pollard Theatre. It aims to ensure the safety, well-being, and respectful treatment of all minors involved in theatre activities while complying with legal and ethical standards.

Scope
This policy applies to all staff, volunteers, and contractors who interact with minors in any capacity, including but not limited to educational programs, performances, and workshops.

Compliance with Laws and Regulations
• The Pollard Theatre will comply with all federal, state, and local laws and regulations related to the welfare of minors.
• The organization will ensure that all necessary background checks, clearances, and certifications are completed for individuals working with minors.

Background Checks and Screening
• All staff, volunteers, and contractors who will be in direct contact with minors must undergo a comprehensive background check, including criminal history and child abuse clearances, before starting their roles.
• Background checks will be renewed periodically as required by law and organizational policy.

Supervision and Ratios
• Minors must be supervised at all times by at least one trained adult staff member or volunteer. Supervision ratios will be in accordance with best practices and local regulations, typically 2 adults for every minor.
• The theatre will ensure that there are always adequate numbers of trained supervisors present during activities involving minors.

Code of Conduct
• All individuals working with minors are expected to adhere to a strict code of conduct, including:
• Maintaining professional boundaries at all times.
• Avoiding any behavior that could be construed as inappropriate or abusive.
• Refraining from physical contact that is not necessary for the activity or for the minor’s safety.
• Reporting any concerns or incidents of inappropriate behavior immediately to the appropriate authorities.

Consent and Documentation
• Written consent from a parent or guardian is required for all minors participating in theatre programs, activities, or performances. Consent forms will include emergency contact information, medical information, and any special needs or accommodations.
• Documentation will be kept confidential and stored securely.

Emergency Procedures
• The theatre will have clear procedures in place for handling emergencies involving minors, including medical emergencies, accidents, and incidents of misconduct.
• Staff and volunteers will be trained in emergency response procedures and first aid.

Privacy and Confidentiality
• Personal information about minors, including contact details, medical information, and any sensitive data, will be kept confidential and used only for purposes directly related to the minor’s participation in theatre activities.
• Any breaches of confidentiality will be reported and addressed promptly.

Training and Orientation
• All staff and volunteers working with minors will receive training on this policy, child protection practices, and relevant legal obligations.
• Regular refresher training will be provided to ensure ongoing awareness and compliance.

Reporting and Response
• Any concerns or suspicions regarding the safety or well-being of minors must be reported immediately to artisticdirector@thepollard.org or the appropriate authorities, as required by law.
• The theatre will respond promptly to any reports of misconduct or safety concerns, conducting thorough investigations and taking appropriate action.

Review and Revision
• This policy will be reviewed and revised as needed to reflect changes in laws, best practices, and organizational needs.

Contact Information
For questions or concerns regarding this policy, please contact development@thepollard.org

Approval:
• This policy has been approved by The Pollard Board of Directors and is effective as of 10/1/24

Policy Title: COVID-19 Safety Policy
Effective Date: 10/1/24

Policy Purpose: To ensure the health and safety of our community while maintaining a welcoming environment. This policy outlines our approach to COVID-19 precautions, focusing on encouraging personal responsibility and respect for others’ health.

Policy Statement: Our nonprofit organization is committed to the well-being of our patrons, staff, and volunteers. While we do not mandate masks or vaccinations, we strongly encourage everyone to take personal responsibility for their health and the health of those around them. This policy is designed to foster a safe and respectful environment for all.

COVID-19 Precautions:

1. Mask and Vaccination Requirements:
• Masks and vaccinations are not required to enter or participate in our programs and services.
• We respect individual choices regarding the use of masks and vaccinations.

2. Health and Illness:
• We strongly encourage patrons, staff, and volunteers to stay home if they are feeling ill, showing symptoms of COVID-19, or have been exposed to someone with COVID-19.
• If you are feeling unwell or exhibiting symptoms such as fever, cough, or difficulty breathing, please refrain from attending events or visiting our facilities.

3. Hygiene and Safety:
• Hand sanitizing stations will be available at key locations throughout our facilities.
• We ask all individuals to practice good hand hygiene and to cover coughs and sneezes.

4. Cleaning Protocols:
• Our facilities will be cleaned regularly, with a focus on high-touch surfaces, to maintain a safe environment.
• We will continue to follow recommended guidelines for cleaning and disinfection.

5. Distancing:
• We encourage individuals to respect personal space and be considerate of others’ comfort levels.

6. Communication:
• We will provide updates on any changes to this policy as needed, based on public health guidance and evolving circumstances.
• For the latest information or if you have specific concerns, please contact development@thepollard.org

Responsibility:
• Everyone is expected to adhere to this policy and to take personal responsibility for their health and the well-being of others.
• Staff and volunteers are trained to assist with health and safety practices and to ensure a supportive environment for all.

Review and Revision:
• This policy will be reviewed regularly and updated as necessary to reflect changes in public health recommendations and organizational needs.

Approval:
• This policy has been approved by The Pollard Board of Directors and is effective as of 10/1/24.

Thank you for your cooperation and commitment to maintaining a healthy and supportive environment for everyone.

Policy Title: Alcohol Sales Policy
Effective Date: 10/1/24

1. Purpose
This policy outlines the guidelines for the sale and consumption of alcohol in the lobby of the Pollard Theatre. The goal is to ensure a safe, enjoyable, and compliant environment for all patrons, staff, and volunteers while supporting the organization’s mission and operations.

2. Scope
This policy applies to all staff, volunteers, and vendors involved in the sale, service, and consumption of alcohol in the lobby area of the theatre.

3. Compliance with Laws
• All alcohol sales must comply with federal, state, and local laws and regulations, including obtaining necessary licenses and permits.
• The theatre will ensure that all staff involved in the sale of alcohol are trained in responsible beverage service and understand legal requirements.

4. Licenses and Permits
• The Pollard Theatre Company will maintain all required licenses and permits for the sale of alcohol.
• The theatre will renew licenses and permits as needed and ensure compliance with any regulations related to alcohol service.

5. Sale and Service
• Alcohol will be sold and served only during designated events and performances as outlined in the event schedule.
• A designated area for alcohol sales will be clearly marked and staffed by trained personnel.
• Alcohol sales will be restricted to patrons who are 21 years of age or older. Staff will check identification to verify age.
• The theatre will offer a variety of alcoholic and non-alcoholic beverages, ensuring that patrons have choices other than alcohol.

6. Consumption and Behavior
• Alcoholic beverages sold will be limited to the lobby area and theatre auditorium.
• Patrons are expected to consume alcohol responsibly. The theatre reserves the right to refuse service to any individual who appears intoxicated or disruptive.
• Any incidents of unruly behavior will be addressed promptly by theatre staff, and individuals may be asked to leave the premises if necessary.

7. Staff and Volunteer Training
• All staff and volunteers involved in alcohol service will receive training on responsible alcohol service and handling of intoxicated individuals.
• Staff will be trained in procedures for checking IDs, managing service responsibly, and handling emergencies related to alcohol consumption.

8. Safety and Security
• The theatre will implement measures to ensure the safety of patrons, including having staff available during events where alcohol is served.
• First aid kits and emergency contact information will be readily available in case of any incidents.

9. Record Keeping
• The theatre will maintain records of all alcohol sales, including inventory logs and incident reports, for compliance and review purposes.
• Records will be kept confidential and stored securely in accordance with applicable laws.

10. Review and Revision
• This policy will be reviewed and revised as needed to ensure compliance with changing laws and regulations.

11. Contact Information
For questions or concerns regarding this policy, please contact development@thepollard.org

Approval:
• This policy has been approved by The Pollard Board of Directors and is effective as of 10/1/24