STANDARD OPERATING PROCEDURES FOR COVID-19
These Standard Operating Procedures (SOPs) have been designed to comply with the instructions issued by the Tanzanian Government and the World Health Organization, while the company carries out its day-to-day operations as a provider of safari and other trips. The objective of these SOPs is to allow Easy Travel’s guests and staff to enjoy maximum protection during the time of the COVID-19 period, while also helping Tanzania to limit the spread of COVID-19 in the country. Easy Travel acknowledges that it has a duty to communicate the applicable Tanzanian regulations to its booking agencies, and to remind both its staff and guests of all relevant protective and preventative practices.
COVID-19 Liaison Officer:
Easy Travel will appoint a COVID-19 Liaison Officer, based at the company’s Head Office. This designated person will be the point of contact with the relevant Tanzanian Government Ministry. In addition, this officer will have the following responsibilities:
- to keep up-to-date with all Tanzanian Government requirements, protocols, preventative measures, policies and procedures in respect of the COVID-19 pandemic
- to keep up-to-date as to the identity and location of all designated approved hospitals, medical clinics and mobile clinics in Tanzania for the testing and treatment of COVID-19
- to develop, maintain, implement and monitor all sanitizing and hygiene procedures for each company location and vehicle in which the company operates
- to develop, maintain, implement and monitor any special sanitizing and cleaning procedures as appropriate
- to develop, maintain, implement and monitor all limits to capacity for each company location and vehicle in which the company operates
- to develop, maintain, implement and monitor all physical/social distancing requirements for each company location and vehicle in which the company operates
- to develop, maintain, implement and monitor all COVID-19 procedures relevant to Easy Travel guests for each company location and vehicle in which the company operates
- to develop, maintain, implement and monitor all COVID-19 procedures relevant to Easy Travel staff for each company location and vehicle in which the company operates
- to develop, maintain, implement and monitor all COVID-19 procedures for PPE (Personal Protective Equipment) relevant to Easy Travel guests for each company location and vehicle in which the company operates
- to develop, maintain, implement and monitor all COVID-19 procedures for PPE (Personal Protective Equipment) relevant to Easy Travel staff for each company location and vehicle in which the company operates
- to develop, maintain, implement and monitor all COVID-19 procedures for dealing with guests exhibiting symptoms of COVID-19, or suspected of having COVID-19
- to develop, maintain, implement and monitor all COVID-19 procedures for dealing with staff exhibiting symptoms of COVID-19, or suspected of having COVID-19
- to develop, maintain, implement and monitor all health records for Easy Travel guests
- to develop, maintain, implement and monitor all health records for Easy Travel staff
- to develop, maintain and monitor records of all cleaning and sanitizing records for each company location and vehicle in which the company operates
- to ensure adequacy of stocks of all PPE materials for guests and staff at all times for each company location and vehicle in which the company operates
- to ensure that all guests are fully aware of all COVID-19 procedures and are provided with sufficient information in respect of such procedures
- to ensure that all staff are fully trained in and aware of all COVID-19 procedures and are provided with sufficient information in respect of such procedures; to ensure that all training is regularly updated and that retraining is carried out where necessary
- to liaise with any external body, including Government departments or ministries as necessary, in respect of their requirements
- to ensure that all notices as required by the Tanzanian Government are correctly displayed in the necessary places, in particular with contact details of the Ministry of Natural Resources and Tourism, the MoHCDGEC & PORALG
Medical Declaration Form:
All guests will be required by Easy Travel to complete a compulsory Medical Declaration Form. A form must be completed for each individual guest and this will be sent to each guest by our Health and Safety Department, one month prior to the guest’s arrival in Tanzania. The form will be completed and signed and will include the following information for each guest:
- Name, nationality and ID or passport number
- Proof of travel insurance, with policy number and details of insurer (including contact details)
- Name and contact details of next of kin or friend who is not travelling with you to Tanzania
- Details of guest’s travel history (other than the current trip) within the month prior to arrival in Tanzania
- Details of current trip (prior to start of Easy Travel trip and any subsequent destinations) for the purposes of track and tracing, should it become necessary
- Description of guest’s general health, including any current medication, and any chronic or other medical conditions
- Description of guest’s general fitness level, including ‘smoker status’ past and present
- Details of any physical disability or restrictions
- Any symptoms, either indicative of COVID-19 or other condition, in the 30 days prior to arrival in Tanzania
- Any history of COVID-19, or its symptoms, at any time prior to current trip
- A sign-off by the guest in respect of their COVID-19 disclosure
Temperature Monitoring of Guests and Staff:
Temperatures of all guests will be taken on arrival, at the start of their Easy Travel trip. (Depending on the method and place of arrival, this might be at the airport, or hotel, or other appropriate location.) Temperatures of guests will then be taken each day after breakfast, for the duration of the guest’s stay, by the driver-guide. On each occasion, a non-contact thermometer will be used and the temperature will be recorded. Any temperature of 37.5 C or above requires action. For staff, temperatures will be taken each time they begin a shift or finish a shift: a non-contact thermometer will be used and all temperatures will be recorded.
In the event that a guest or staff member registers a temperature of 37.5 C or above, the procedures described in section 9, below, must be followed immediately.
- how the virus is spread and how to minimize the risks of it doing so
- how long it can survive on various surfaces
- how to identify its symptoms
- how to operate safely in the workplace
- how and when to correctly use PPE
- how and when to wash hands and sanitize (see section 6, below)
- physical distancing to protect guests and co-workers
- how to change into and out of uniforms
- how to be aware of the importance of temperature testing
PPE (Personal Protective Equipment)
Guests must wear a mask at all times, with the following exceptions:
- when in their own bedroom at their accommodation
- when eating and drinking
Sanitizing & Hygiene Practices:
Proper frequent handwashing and sanitizing, together with the thorough and regular/frequent sanitizing of surfaces, are hugely important in preventing the spread of COVID-19. This applies both to guests and staff. Staff members who use surfaces such as desks, computers, counters etc are responsible for sanitizing these every 15 minutes, or each time after their use by another person.
Guests will be required to sanitize their hands on arrival at any establishment – such as accommodation – or on boarding any vehicle. Easy Travel will be responsible for providing appropriate sanitizer for guests at all its locations and vehicles. Individual bottles of sanitizer will be provided to each guest and should be used after they have handled any surface or handled cash, luggage, food and drink.
Staff handling luggage should sanitize their hands immediately before and after doing so.
6.3. Handling cash.
Wherever possible, guests should make payments without using cash. If this is unavoidable, then any guest or staff member handling cash should sanitize their hands immediately afterwards.
6.4. Minimizing contact with surfaces.
Wherever possible, objects which are non-essential should be removed from locations and vehicles to minimize contact by guests and staff. Examples of these might be magazines, books and newspapers, games and ‘softs’ such as cushions, rugs, blankets etc. Where these are then provided on request by guests, they should be sanitized both before and after use by the guest.
Physical Distancing & Capacity controls:
Physical Distancing measures play a vital part in helping to prevent the spread of COVID- 19. Easy Travel strives to keep a distance of 1.5 meters between persons in public and back- of-house areas, though 2 meters is preferable. For guests, this minimum distance should be maintained in all arrival and departure areas, at picnic sites, park entrances, game drives, shops, viewpoints and at attractions such as the Olduvai Gorge Centre. Staff should also maintain the recommended distance at these places, but also in the Easy Travel Head Office, vehicle workshop and other work areas.
With respect to safari vehicles, family groups or small groups of friends travelling together can share one vehicle.
Staff must be vigilant at areas where crowds may gather such as visitor attractions, viewpoints, village tours or restaurants and ensure that a build-up of people in an enclosed space does not threaten the requirements of physical distancing measures. It may be necessary on occasion to temporarily restrict access of guests to such places to achieve this.
- Any unnecessary objects should be removed from the vehicles, to lessen the number of
surfaces with which guests and staff might make contact. (Examples might be books,
magazines, games etc)
- Hand sanitizer should be available at all times for guests to use frequently when
returning to the vehicle after meal stops, visits to viewpoints, visitor attractions etc
- Each guest should be provided with their own water bottle, binoculars, pen and paper,
snacks etc for their exclusive use. (Sharing should be avoided.)
- Each vehicle should be thoroughly cleaned and sanitized every evening, paying
particular attention to door handles and other high-contact areas.
- No access should be allowed to the vehicles by unauthorized personnel (eg, airport
porters, hotel or camp staff)
- Any hotel or camp staff helping with the guests’ luggage should use sanitizer before
handling it (this should always be observed by the Easy Travel driver)
- At the end of each safari trip, each vehicle should be deep-cleaned, by Easy Travel staff
wearing appropriate PPE. Any removable items should be removed from the vehicle,
cleaned and then put back
In general, the requirements of this Standard Operating Procedure will apply to office-based staff.
Wherever it is practicable, office-based staff will be encouraged to work at home. Easy Travel will put measures in place within the office to limit the number of staff working in the office at anyone time, through staff rotas which stagger the staff shifts. Physical distancing measures will also be put in place to separate staff, with Perspex screens installed wherever possible between workstations. Desks, phones, computers, headsets and other equipment will be dedicated to each individual, with no sharing or hot-desking.
Any superfluous surfaces should be taped off or removed, to minimize contact. All surfaces will be regularly sanitized.
Staff will be encouraged to sanitize their hands frequently throughout the day and sanitizer will be provided by Easy Travel to enable this.
The office will be ventilated as much as possible, either by open windows or air- conditioning.