Incidents & Safety
Incident reports are meaningfully different from deficiency reports. A deficiency is about equipment. An incident is about a person — with legal, HR, and privacy implications.
VenueTrack captures the facts and triggers notifications. It does not replace the cruise line's own incident response procedures, medical documentation, or legal processes.
Incident Types
- Physical Injury — performer strains back, rolls ankle, falls during lift.
- Medical Episode — illness, reaction, medical attention needed.
- Near Miss — nothing happened but nearly did (fly system malfunction, wet deck, rigging failure). These are first-class incidents, not informal notes.
- Behavioral / HR — conflict, conduct requiring HR record.
- Property Damage with Personal Involvement
The Incident Report Record
What Happened
- Date, time, location
- Type and severity (Minor / Moderate / Serious / Critical)
- Narrative description
- Immediate actions taken
Who Was Involved
- Primary subject (Cast Member, crew member, or unnamed third party)
- Witnesses
- Reporter (always logged, cannot be anonymous)
Show Context
- Optionally linked to Show Instance and specific Performance record
- Whether it occurred during performance / rehearsal / warm-up / outside show activity
Evidence
- Photo and document attachments with stricter access controls than standard documents
Follow-Up
- Status: Open → Under Review → Pending Medical Clearance → Resolved → Closed
- Assigned owner
- Follow-up addenda (appended, never editing original)
- Resolution summary
Immutability
Reports are immutable once submitted. Follow-up is recorded as addenda. The audit trail must be absolute.
Show Continuity Assessment
When an incident involves a Cast Member, the PM/Stage Manager is prompted: Can the performer continue? Which role is affected? Is a swing available? Which performances are impacted?
Medical Clearance Workflow
- Incident filed — Cast Member signed off.
- Medical review — Cleared / Not Cleared / Cleared with Restrictions.
- Cleared with restrictions are documented and visible to PM and Stage Manager.
Near Miss Reports
A lighter-weight reporting flow. Shorter, faster, lower stakes. Captures what nearly happened, where, when, and what condition enabled it. Feeds a separate log for periodic review. Patterns in near misses are predictive of serious incidents.
Access Model
| General Crew | Dept Head | Stage Manager | Production Manager | Incident Reviewer | |
|---|---|---|---|---|---|
| File an incident | Yes | Yes | Yes | Yes | Yes |
| Know it exists | No | Own dept only | Yes | Yes | Yes |
| View details | No | No | Yes | Yes | Yes |
| Add addenda | No | No | Yes | Yes | Yes |
| Medical clearance | No | No | No | Yes | Yes |
| View history on Cast Member | No | No | Yes | Yes | Yes |
Incident Reviewer is an org-level designation (HR/medical coordinators) with access across all shows.