Article by Derek Hall, Vice President, Pacific Backlot.
Preventing motor vehicle incidents on sets and stages
Winter is a beautiful but challenging time for production crews, performers, and live event teams. Cold temperatures, frost, snow, and icy roads can transform everyday motor vehicle operations into risky activities. In industries where vehicles are constantly on the move — from trucks delivering set equipment to crew members commuting between locations — winter motor vehicle incidents (MVIs) pose a workplace risk.
Why struck-by incidents occur
One of the most serious types of MVI on sets and at events is the “struck-by” incident, where a person is hit by a moving vehicle or equipment. WorkSafeBC identifies five elements that contribute to struck-by incidents: planning and proximity, vehicle or equipment, task, environment, and people.
Planning and proximity
Struck-by incidents are more likely when workers and vehicles operate in close proximity. Multiple contractors or departments may share the same worksite, which can result in mixed traffic, congested areas, and blind corners. Having a traffic control plan will help ensure vehicles and pedestrians coexist safely on site. At studio locations where there are lots of pedestrians and motorized vehicles such as trucks and forklifts, the budget should allow for a locations person who will make sure traffic is f lowing smoothly, with minimal congestion. Also budget to clear ice and snow that could lead to congestion.
Vehicle or equipment
Vehicle size, type, and purpose significantly affect the risk of incidents. Large trucks or forklifts have blind spots that can obscure nearby workers. Proper use of mirrors and cameras, along with regular maintenance and cleaning, are critical to reduce risks and improve field of vision for drivers. Audible reverse alarms and wheel chocks also reduce the risk of struck-by incidents.
Task
The complexity of tasks can increase risk. Crew members may be carrying equipment, focusing on set-up, or navigating obstacles, reducing their awareness of nearby vehicles. Communication protocols, task-specific PPE, and correct positioning are essential to mitigate these risks.
Environment
Winter brings low light, snow, frost, and slippery surfaces, all of which affect visibility and traction. Hills, ramps, and congested sites can further complicate vehicle movement. Production teams should assess worksite layout, lighting, obstructions, and weather conditions before beginning operations.
People
Human factors such as attention, line of sight, distance perception, and reaction time play a major role in preventing incidents. Workers must be aware of their environment and expectations of vehicle movement. Employers must provide training and supervision to support safe behaviours.
Effective risk control options
WorkSafeBC recommends using the hierarchy of risk controls to prevent struck-by incidents.
- Elimination: Where possible, remove the hazard entirely. For example, schedule deliveries or crew transport for times when pedestrian activity is minimal, or eliminate unnecessary vehicle movement on set or backstage.
- Substitution: Replace vehicles with lower-risk options. Electric carts or smaller utility vehicles with speed governors may reduce collision risk in congested areas.
- Engineering controls: Physical measures such as barriers, bollards, designated pedestrian pathways, ramps with anti-slip surfaces, and proper lighting can significantly reduce the likelihood of incidents.
- Administrative controls: Policies and procedures help workers follow safe practices. Effective measures could include traffic control plans, protocols for seat belt use, mobile device restriction, and vehicle operation, supervision, training, and site briefings
- Personal protective equipment (PPE): PPE should not replace other controls, but high-visibility clothing, footwear with good traction, and appropriate winter gear can enhance safety in harsh conditions.
Other control measures for winter MVIs
In winter conditions, additional measures can prevent incidents:
- Pre-trip vehicle inspections: Don’t forget to check tire treads, brakes, lights, and defrosting systems.
- Winter driving training: Educate crew members on handling icy roads, snowbanks, and reduced visibility.
- Clear communication: Use radios, signals, and hand gestures to coordinate vehicle and pedestrian movement. When walking near mobile equipment, establish eye contact with operators — remember that blind spots can limit their field of view.
- Use spotters: For reversing or moving large vehicles, have a designated spotter to guide drivers.
- Monitor weather: Adjust schedules and routes to avoid hazardous conditions whenever possible.
Winter MVIs are preventable with proper planning, training, and control measures. Employers and supervisors in the motion picture, performing arts, and live events industries must understand the risks posed by vehicles, environmental conditions, and human factors, particularly during winter months. By implementing traffic control plans, leveraging the hierarchy of risk controls, and fostering a strong safety culture, productions can protect their most valuable assets — their employees — while maintaining smooth operations on set and at live events. Taking proactive steps will not only reduce injuries and fatalities but also protect the f inancial and reputational well-being of your organization. Remember, safety isn’t just compliance — it’s a culture and a commitment that saves lives.
