COVID-19 INFO
Updated June 15, 2020

TCI’s airports will open for international travel on July 22, 2020.

Our charter operations resume June 19th and our retail location will open June 26 at our new location in The Shops in Grace Bay, Grace Bay Rd. Please contact us directly to book your charter! We look forward to welcoming you back to our beautiful by nature islands!

COVID-19 EXPOSURE PREVENTION, PREPAREDNESS AND RESPONSE PLAN

Last Updated 15th June, 2020

Panoply takes the health and safety of our guests and our team very seriously. With the spread of Coronavirus COVID-19, we must remain vigilant in mitigating the outbreak. In order to maintain operations in a safe manner, we have developed this COVID-19 Exposure Prevention, Preparedness, and Response Plan to be implemented throughout Panoply and all of our working locations including our office, the marina, our boutique and on board our vessels. 

This plan is based on current information from the CDC and the OSHA and in accordance with regulations and recommendations by the Turks and Caicos Islands Government, and is subject to change as new information becomes available. Panoply may also amend this plan based on operational needs. The date of change will be updated and all previous versions documented.

Please see below an informal summary followed by the more detailed policies and procedures. We are sharing with you our responsibilities as well as yours in order to provide full transparency for front-facing and behind the scenes operations.

SUMMARY

You can trust in us to provide a safe and clean environment so you can do what you’re supposed to while on vacation – sit back, relax and enjoy your time on the water! Our check in process has changed in response to COVID-19 for the safety of you and our crew.

  • Our crew will no longer greet you with a handshake, high five or a hug when you arrive.
  • We will ask a few questions about your health at the time of booking. We will ask you these questions once again when you check in at the dock for your charter.
  • You will be asked to wash or sanitize your hands prior to boarding and soap/water and/or hand sanitizers will be provided on board.
  • Both crew members and guests are currently required by the Turks and Caicos Islands Government to wear face coverings wherever social distancing of 6ft from each other is not possible. Guests traveling together are considered one unit, and therefore not required to distance from each other.
  • Guests are encouraged to provide their own face coverings (mask, sunshield/buff or bandana) or options will be available for purchase on board.
  • All frequently touched surfaces and common areas are sanitized in between charters. Disinfectants are being added to boat washdowns.
  • Food preparations, if included in your charter, will be handled according to food safety recommendations by the Turks and Caicos Islands Government. We’ll be serving all food, snacks and drinks to minimize handling of coolers/refrigerators.
  • Crew are also answering questions regarding their health daily, prior to arriving to work and crew members experiencing symptoms will not come in to work.

We are making every effort for our charters to operate as ‘normally’ as possible, while also taking every precaution to best protect the health of you and our crew. We appreciate your assistance as we all navigate these unprecedented times together. We encourage you to continue reading for our full plan of updated policies and procedures. We are of course always available to answer any questions or concerns.

I. Responsibilities of Managers and Supervisors

All managers and supervisors are required to be familiar with this Plan and be prepared to answer any questions from employees and guests. Managers and supervisors will ensure all measures laid out in this plan are performed as stated.

II. Responsibilities of Employees and Guests

We are asking every one of our employees and guests to help with our prevention efforts.  In order to minimize the spread of COVID-19 at the marina and on board our vessels, we all must play our part.  As set forth below, Panoply has instituted various housekeeping, social distancing, and other best practices to be strictly adhered to while at work at the marina or on board our vessels.  All employees and guests must follow these policies.  In addition, employees are expected to report to their managers or supervisors if they are experiencing or if guests display signs or symptoms of COVID-19, as described below.  If you have a specific question about this Plan or COVID-19, please ask your manager or supervisor. If they cannot answer the question, please contact us at 649 432-3566 or captain@panoply.tc.

OSHA and the CDC have provided the following control and preventative guidance, regardless of exposure risk:

  • Frequently wash your hands with soap and water for at least 20 seconds.  When soap and running water are unavailable, use an alcohol-based hand rub with at least 60% alcohol.
  • Avoid touching your eyes, nose, or mouth with unwashed hands.
  • Follow appropriate respiratory etiquette, which includes covering for coughs and sneezes.
  • Avoid close contact with people who are sick.

In addition, employees and guests must familiarize themselves with the symptoms of COVID-19:

  • Coughing;
  • Fever;
  • Shortness of breath, difficulty breathing; and
  • Early symptoms such as chills, body aches, sore throat, headache, diarrhea, nausea/vomiting, and runny nose.

If you have a high temperature or develop a fever and symptoms of respiratory illness, such as a cough or shortness of breath, STAY HOME and call your healthcare provider right away. Likewise, if you come into close contact with someone showing these symptoms call your healthcare provider right away. If you are visiting the islands, please advise your accommodations management staff or contact us and we will be happy to provide healthcare options.

Additionally, if you are within 14 days of the day when the first member of your household showed symptoms of Coronavirus (Covid-19) you should stay home and follow the guidance of your healthcare authorities.

Anyone who has been identified as extremely vulnerable to COVID-19 by their health authority should stay home and follow the guidance given on self-isolation by these authorities.

Anyone living with a person who is at increased risk of severe illness, or an extremely vulnerable person who is shielding from Coronavirus (Covid-19), should stringently follow the guidance on social distancing and minimize any contact outside the home.

If an employee or guest develops a high temperature or a persistent cough while on board, our crew will:

        • Ensure your manager or supervisor is informed by telephone call or telephone message.
        • Return to the dock immediately
        • The individual experiencing symptoms should avoid touching anything
        • Management will be required to report to the Ministry of Health
III. Workplace Protective Measures
General Safety Policies and Rules for Employees
  • Any employee/contractor/guest showing symptoms of COVID-19 should be reported to or report to management directly by telephone or text message immediately.
  • Personal space of at least six (6) feet must be maintained where possible. Panoply will provide additional disinfectant soap for use at all hose spickets on the dock as well as sinks inside the vessels. Panoply understands that due to the nature of our work, hand washing may be impractical at times. In these situations, Panoply will provide, if available, alcohol-based hand sanitizers and/or antibacterial wipes.
  • Employees are encouraged to minimize ride-sharing where possible. If you must share a ride, open windows and ensure adequate ventilation. Limit where you touch in the vehicle.
  • Wash hands before and after using tools and equipment.
  • NOTE:  The CDC is currently not recommending that healthy people wear N95 respirators to prevent the spread of COVID-19.  Employees should wear N95 respirators if required by the work and if available.
  • Crew will be required to wear face coverings while working with other employees or on charter.
  • Guest capacity may be limited to provide space for social distancing and in order to adhere to government regulations.
  • Nitrile, latex or vinyl gloves will be supplied for cleaning.
  • Face shields/fishing buffs; nitrile, latex or vinyl gloves; and any other PPE should not be shared between employees.
IV. Vessel and Equipment Cleaning and Disinfecting

Panoply will be maintaining the increased frequency and robustness of our cleaning and disinfecting practices as implemented prior to shutdown:

  • For maintenance works, employees will limit the sharing of tools and equipment and in those cases where items must be shared, Panoply will provide disinfectants for these items to be cleaned before and after use.
  • All equipment, which includes fishing rods and reels, gloves, floats/noodles, snorkeling masks and fins, will be carefully and thoroughly disinfected after each charter.
  • All high touch surfaces such as fighting chair and cushions, hand rails, door handles, countertops, tables, seating etc. will be disinfected after each charter.
  • Electronics equipment with knobs and/or touchscreens will be disinfected with the appropriate non-destructive cleaners after charter or prior to crew change if applicable.
  • Disinfectant will be added to boat soap for wash downs and special attention paid to disinfecting the decks, gunwales and safety rails.
  • Coolers will be emptied and disinfected between each charter. Sealed drinks may be disinfected with soap and water and returned to the cooler following disinfection.
  • Garbage will be disposed of between charters and at the end of each day by someone wearing protective gloves.
  • If an employee has tested positive for COVID-19, OSHA has indicated that there is typically no need to perform special cleaning or decontamination of work environments, unless those environments are visibly contaminated with blood or other bodily fluids. Notwithstanding this, Panoply will clean those areas that a confirmed-positive individual may have come into contact with before anyone can access that space again.
  • Panoply will ensure that any disinfection shall be conducted using one of the following:
      • Common EPA-registered household disinfectant;
      • Alcohol solution with at least 60% alcohol; or
      • Diluted household bleach solutions (these can be used only if appropriate for the vessel or equipment surface).
      • Panoply will maintain Safety Data Sheets of disinfectants used.
V. Exposure Situations
A. For Employees

If an employee exhibits COVID-19 symptoms, the employee must remain at home until he or she is symptom free for 72 hours (3 full days) without the use of fever-reducing or other symptom-altering medicines (e.g., cough suppressants).  Panoply will similarly require an employee that reports to work with symptoms to return home until they are symptom free for 72 hours (3 full days).  To the extent practical, employees are required to obtain a doctor’s note clearing them to return to work.

An employee that tests positive for COVID-19 will be directed to self-quarantine away from work.  Employees that test positive and are symptom free may return to work when at least seven (7) days have passed since the date of his or her first positive test, and have not had a subsequent illness.  Employees that test positive and are directed to care for themselves at home may return to work when:  (1) at least 72 hours (3 full days) have passed since recovery;  (Recovery is defined as (i) resolution of fever without the use of fever-reducing medications; and (ii) improvement in respiratory symptoms (e.g. cough, shortness of breath), and (2) at least seven (7) days have passed since symptoms first appeared.  Employees that test positive and have been hospitalized may return to work when directed to do so by their medical care provider.  Panoply will require an employee to provide documentation clearing their return to work.

Employees that have come into close contact with a confirmed-positive COVID-19 individual (co-worker or otherwise), will be directed to self-quarantine for 14 days from the last date of close contact with the carrier.  Close contact is defined as six (6) feet or less for a prolonged period of time.

If Panoply learns that an employee has tested positive, Panoply will conduct an investigation into co-workers that may have had close contact with the confirmed-positive employee in the prior 14 days and direct those individuals that have had close contact with the confirmed-positive employee to self-quarantine for 14 days from the last date of close contact with the carrier.  If an employee learns that he or she has come into close contact with a confirmed-positive individual outside of the workplace, he/she must alert a manager or supervisor of the close contact and also self-quarantine for 14 days from the last date of close contact with the carrier.

B. For Guests
  • Guests are required to disclose any COVID-19 related information to Panoply in order for us to appropriately protect our employees and other guests. Guests who fail to provide the required information or knowingly provide false information that endangers our staff or other guests will not be permitted to participate in any scheduled activities, will forfeit payments and/or deposits in full and Panoply will follow the government issued guidelines in respect to these situations.
  • If a guest exhibits COVID-19 symptoms prior to departing on charter, he/she will not be permitted to participate in the scheduled charter.
  • If a guest has tested positive for COVID-19 within 14 days of the scheduled charter, they will not be permitted to participate in the charter.
  • If a guest has come into close contact with a confirmed positive COVID-19 individual within 14 days, they will not be permitted to participate in the charter.
  • Government issued requirements and recommendations in regards to reporting suspected COVID-19 cases will be adhered to.
C. Passenger and Crew Manifests

Panoply will maintain manifests of all charter guests and crew for a minimum of 21 days in order to aid in contact tracing should a guest or employee become positive for COVID-19. Should a guest become COVID-19 positive within 14 days of contact with Panoply staff, they are required to notify Panoply. We strongly urge that guests also advise any other service providers they have been in contact with.

VI. Confidentiality/Privacy

Except for circumstances in which Panoply is legally required to report  occurrences of communicable disease, the confidentiality of all medical conditions will be maintained in accordance with applicable law and to the extent practical under the circumstances.  When it is required, the number of persons who will be informed of an employee or guests’ condition will be kept at the minimum needed not only to comply with legally-required reporting, but also to assure proper care of the employee/guest and to detect situations where the potential for transmission may increase. Panoply reserves the right to inform other employees and guests that a crew member or guest (without disclosing the person’s name) has been diagnosed with COVID-19 if the other employees/guests might have been exposed to the disease, so the employees/guests may take measures to protect their own health.

VII. Safety Policies for Guests

All guests will be screened at the time of booking a charter and prior to arriving at the dock. If any of the guests in the party answers ‘yes’ to any of the following questions, he/she will not be permitted on board our vessels:

    • Have you been confirmed positive for COVID-19?
    • If yes, was this within the the last 14 days?
    • Are you currently experiencing, or have recently experienced, any acute respiratory illness symptoms such as fever, cough, or shortness of breath?
    • Have you been in close contact with any persons who have been confirmed positive for COVID-19?
    • Have you been in close contact with any persons who have traveled and are also exhibiting acute respiratory illness symptoms such as fever, cough, or shortness of breath?

Should guests answer yes to any of the above questions prior to boarding the vessel at the time of the scheduled charter, Panoply staff reserve the right to cancel the charter without refund. Guests are required by the government of Turks and Caicos to answer health questions in relation to COVID-19 truthfully.

Guests should be advised of the following policy and procedure adjustments in light of COVID-19:

    • Guests will no longer be greeted with a handshake/elbow tap/etc. Where crew must assist a guest with, for example; boarding the vessel, handing a fishing rod etc., crew will wash or sanitize hands at the earliest opportunity.
    • Guests will be required to wash their hands or disinfect with sanitizer at one of the designated areas prior to boarding.
    • Where guests may enter the cabin, they must maintain social distancing while inside and/or limit the number of individuals in the cabin at the same time.
    • Guests will be asked to limit their time spent inside the cabin to use of the head only. For vessels with more than one head on board, one will be designated for guest use and the other for crew use only.
    • Panoply will not provide pick-up/drop-off for charter guests.
    • Guests will be required to wear face coverings (masks, buffs/sunshields or bandanas) when circumstances do not permit social distancing of 6 (six) feet.
    • Crew members will be required to wash hands prior to and to wear face coverings during food preparations. Food will be plated and served individually to guests.
    • Guests traveling and staying together in accommodations will not be required to social distance on board, however, crew must maintain a safe distance from guests during all charters whenever possible and both crew and guests will be required to wash hands and sanitize frequently.
VIII. General Questions

Given the fast-developing nature of the COVID-19 pandemic, Panoply will modify this plan as needed. If you have any questions concerning this Plan, please contact us at 649-432-3566 or captain@panoply.tc.

GOVERNMENT ISSUED INFORMATION & REGULATIONS

The Turks and Caicos Government has a website dedicated to the national COVID-19 response. You will find answers to many questions regarding travel, government mandated precautions and many general queries there.