WFR Intranet

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COVID-19 Support Items

PROCEDURES & TRAINING

Keeping employees and the community safe is of the utmost importance to Wheel Fun Rentals. Mike Ullerick, WFR Central’s National Operations Manager and his team, have put together the following Safety Operating Manual for employee training purposes.

The COVID-19 Operations & Training Manual includes:

Cover Letter to Employees
Operating SOP
Staff Personal Hygiene Rules
Temperature Check Log and Instructions
Workplace Social Distancing Protocol

In addition to the COVID-19 Manual we have created an Employee Acknowledgement form, which will help you keep record of all employees that have been properly trained on the new Covid-19 protocols.

Also at the link below you will find an Employee Social Distancing Guidelines poster that you can print on standard 8 1/2 x 11 paper, then laminate and post within your rental facility.

If you would like the Manual and other materials sent to you at NO CHARGE, please email mullerick@wheelfunrentals.com and put COVID Manual in the subject line.

VIEW COVID-19 TRAINING DOCUMENTS

HELMET/LIFEJACKET DISINFECTING PROTOCOL

We’ve found that sourcing aerosol spray is difficult. In addition, the typical aerosol spray doesn’t meet the CDC recommended 70% alcohol content level.

So we’ve decided to take an alternative approach, due to the above reasons and customer’s hesitancy to re-use helmets and PFDs immediately after they are returned.

We are purchasing large ‘go-back’ bins such as these for customers to put their returning helmets and PFDs into. Staff will treat these as ‘dirty’ and disinfect them with a spray bottle (not aerosol) of 70% alcohol. We have found a bulk source for this disinfectant at MRO Supply, similar product is also available at Lowes and Home Depot, though you typically need to go into the store as it doesn’t show on their websites. It can also be further diluted to extend the use-life.

The disinfected equipment will return into circulation for the main in-use bins once that inventory has been exhausted. This allows for a minimum of an hour or two for the disinfectant to set in, gives it time to dry (since it is a wetter solution), and has quelled customer concerns as they see ‘newly disinfected’ equipment being stocked, rather than dirty inventory being mixed with the clean.

We don’t go out of our way to remind Parks & Rec. Departments that renters share safety equipment. But if you are asked what your disinfecting protocol is, here is the information we provide to Parks:

“HELMETS/LIFEJACKETS

Customers are always offered clean, freshly disinfected, safety equipment with each rental. Used inventory is kept separate from clean inventory. We do this by using multiple helmet bins, each bin will be labeled as either “Freshly Disinfected” or “Returning/Used” When a renter comes back after having used a helmet or life jacket they will put it in the “Returning/Used” bin where staff will disinfect them with a spray bottle of 70% alcohol. The disinfected equipment will return into circulation for the main in-use bin once the existing clean inventory has been exhausted. This allows for an hour or two for the disinfectant to set in, and allows extra time to dry.”

PROTECTIVE SHIELD INSTALLATION

Note that there are two basic material types and each goes by a variety of names, 1. Polycarbonate (Lexan) and 2. Acrylic (Lucite) are a few of the terms used. Polycarbonate (Lexan) is more expensive and more resistant to breaking/cracking, this will be the preferred material for protective screens.

Countertop Mounted Protective Screens
For locations with a rolling cart, secure a sheet of polycarbonate with shelf brackets. Size the polycarbonate to leave enough open space at the bottom for POS customer use.

Shelf Bracket Links:

Window Mounted Protective Screens
For locations that utilize a kiosk window, hang a piece of polycarbonate from the top of the window. This can be done with a few hooks and a short piece of chain or heavy cord/string. Size the polycarbonate to leave enough open space at the bottom for POS customer use. This can be removed nightly to close
the kiosk window.

HR ATTORNEY RECOMMENDATIONS

For those of you getting ready to open, we have coordinated with our HR Attorneys and we are able to pass on the below information. The elements below will help you operate with higher levels of safety and avoid/minimize liability exposure.

Reminder COVID-19 Operations & Training Manual and supplemental documents are available to download here >. We are also mailing out printed bound copies to you at no cost, request yours today from mike@wheelfunrentals.com

HUMAN RESOURCES ATTORNEY RECOMMENDATIONS*
* Various states have different case law, and things remain fluid, we recommend that you consult your own HR Attorney.

Safety Policies

- Have clear safety policies and procedures put into place. Include explicit instructions on what it means to “wipe down” items, or “wear a mask.”
- A notice on all policies that state, “As things change, we’ll continue to follow the guidelines outlined by the CDC and OSHA.”
- Have a printed copy of your safety policies available on-site at all times.
- In addition to training staff on these policies, have staff sign the Employee Acknowledgement form.
- The biggest liability is negligence. So with the COVID-19 handbook, Employee Acknowledgement form, signage, and training, you will be fairly well covered.

Temperature Logs

- If your location is doing temperature check for staff (required in some states/counties), the log will need to be stored at a centralized location (not on-site where they can get lost). Set up a system where temperature logs get turned in via the EODE, or sent in a weekly box. Manager/Owner to review them to make sure no one is working with a raised temperature and then file them away in HR files.

Employee Waivers

- While not a necessity, they can only help. Instead of creating a separate waiver, we have added the following line in the Employee Acknowledgement form “By signing below, you are acknowledging that you are reporting to work at-will and accept all risks associated with shift work and interaction with the public.”
- As new information is released, and possible Employer protections from these kinds of lawsuits, this may change in the future. We will update as we learn more.

Refusal to Work

- If an employee refuses to provide their availability to a manager, the next step will be to send them a formal written ‘Offer to Work.’ This creates documentation to help curb future unemployment claims and document the refusal/resignation. The Offer to Work states “. . . if we do not receive a response in 3 days of this letter/email, we will consider your lack of response as your resignation from your position.”

Have a Plan for if/when a Staffer Tests Positive for COVID-19

- Act swiftly to replace exposed staff, and disinfect the kiosk/product immediately.
- WFR Central is still sorting out our exact protocol here. We are looking at taking the approach of ‘anyone who has a positive test should self-quarantine for 2 weeks with pay.’ Any staff members that shared the same shift with said individual to get tested. In most areas there are quite a few testing facilities in place now and more opening.
- Note: you cannot explicitly disclose who is sick as that is protected information. So you’ll have to say any staff that worked a shift and/or came in close contact with that individual will need to quarantine.

COVID SAFETY SIGNS

View Signage Options and Pricing click here > .

To View Sign Artwork click here >

To order, and/or request sign edits email marketing@wheelfunrentals.com

SAFETY PROPOSAL

Make sure to send the WFR Safety Plan Presentation and cover letter to your City, State, Park, or other important entities.

To request additional personalizations or edits to the proposal, email sheena@wheelfunrentals.com

WAIVER UPDATE

To further reduce COVID-19 liability exposure, we wanted to share that WFR Central locations have updated the Liability Waiver used. In the “Acknowledgement of Risks” section we’ve added this language “Communicable diseases, viruses and other illnesses including COVID-19”. Though we can’t be certain the degree to which this will reduce liability exposure, it makes sense to add this language. As with any update to your waiver, you’ll want to make sure you have your attorney review it. Also, if you do change your waiver language, be sure to update your countertop waiver decal. Contact Marketing@wheelfunrentals.com to request replacement.

If you are currently on Clover and need assistance with updating the waiver in your Clover’s Waiver Master App, please contact Vadim at WaiverMaster at v@dfinery.com with the request outlined below. The request for the update must come from you as the account holder and if you use the WFR waiver you can update as below.

Under the “Acknowledgement of Risks” section, the second paragraph has 13 items. #13 is: “13) Drowning. I/We understand the description….”

We need to add #14 (change is underlined) “13) Drowning. 14) Communicable diseases, viruses and other illnesses including COVID-19. I/We understand the description….”

After this change go to your Clover Portal to view/proof your updated waiver. You will also want to update your printed counter-top waiver decal to reflect the change. To place an order, email marketing@wheelfunrentals.com.

DISINFECTED BIKES SIGNAGE

We have received reports of some locations having trouble keeping the smaller members of their customer base (children) from touching or climbing on the newly disinfected Surreys and other bikes waiting for their next renter. In order to manage this, we have designed a “BIKES HAVE BEEN DISINFECTED: Do NOT touch.” 8.5×11 sign that can be printed in color and laminated to post near the area where you are staging clean product that is ready to be rented.

Links to both vertical and horizontal versions are below and you can print these as needed for your locations. If you would like a sturdier version of the sign ordered, please contact marketing@wheelfunrentals.com and we can assist you with the order.

8.5×11 “BIKES HAVE BEEN DISINFECTED” Vertical Sign>>

8.5×11 “BIKES HAVE BEEN DISINFECTED” Horizontal Sign>>

POSITIVE PR: WE SALUTE FIRST OUR RESPONDERS PROGRAM

As our locations are re-opening across the country we have clearly seen that it won’t just be “business as usual” for sometime. While many may be excited to get out and go do things, there will also be a percentage of the population that will be slow to return to public activities.

To draw positive attention to Wheel Fun, gain valuable earned media coverage, and to show our support for the community, we have developed the “We Salute Our First Responders” Program. Similar to our Big Brothers Big Sisters program, this initiative offers first responders (paramedics, EMTs, firefighter, urgent care & hospital workers, and police only) free rentals through the end of the 2020 season when they show their employment badge. (Valid for one rental per-person per day, not valid holidays or holiday weekends.)

Keep in mind the actual percentage of people that work in your community in one of these specific employment categories isn’t as large as you might think it is. And a program like this supporting our frontline heroes is very newsworthy. Meaning your locations will be featured on the local news, online through various articles, on blogs, social media groups and more. The visibility and new customer base you will receive from this cause-related marketing program will far supersede the value of free rentals you give away.

Opting into the program will include a strong PR rollout. Support items include:

Press Release sent to all your local media outlets
Social Media Campaign and infographics library
Counter Decal to promote the program on-site View Decal >
A program webpage on your location website (s) View Sample Webpage >
Perfect Coupons import file and code booklet label (for those who have setup the app on Clover)

To opt in to the We Salute Our First Responders Program, please email marketing@wheelfunrentals.com

3-PHASE MARKETING PLAN FOR RE-OPENING

Phase 1

Get “We’re Open” update on WFR website and on landlord entity website (i.e. Parks & Rec site, hotel site, etc. )
Request to be included in any applicable e-blasts (Contact your local chamber of commerce, CVB or other news entities you may have a relationship with to be included in their e-blasts that you have re-opened for rentals).
Check your website, Google, and Yelp to make sure they reflect correct information (hours of operation, phone number, etc. ). Contact marketing@wheelfunrentals.com if any changes need to be made.
If using the Perfect Coupon App, print a 10% off Coupon on the bottom of all receipts with a list of other nearby locations that are also open where the coupon is valid at. Contact marketing@wheelfunrentals.com for help.
Soft/quiet addition of “We Salute our First Responders” program info onto each location website under “Discounts.”
Add your open locations information to the online “Events” website pages of various publications and 3rd party sites.
Add “We’re open” information on the Next Door App for each neighborhood you operate in.

Phase 2

Send out Press Release and contact local news entities. Request this with marketing@wheelfunrentals.com
Promote First Responder Free Donations in the main Join the Fun Section of the website.
Add “We Salute First Responders” decal on all Plexiglas screens at the locations.
Invite social influencers to come rent for free at their leisure. Provide them with hashtag and website information to be sure to include in their posts.

Phase 3

Begin paid advertising.
Review Rate flyer distribution. Ensure our rack cards are everywhere they could be. (i.e. local hotels, local visitor centers, cross promotional partners.)