Contractor management

It's essential to manage your contractors – such as vendors, entertainers, suppliers and any other service providers working on your event – to make sure their services or equipment meet safety, quality and compliance standards. 

Before the event

• Make sure your contractors and service providers are qualified, experienced and compliant with relevant legislation and industry standards. This includes checking that they have the required insurance and licenses, where applicable.
• Put formal contracts in place that outline your individual contractors' roles, responsibilities, deliverables, payment terms, timelines and safety requirements. Clearly define the scope of work, expectations and deliverables.
• Give contractors an event-specific induction so they understand safety protocols, site-specific procedures and any particular risks related to the event. Also train them in emergency procedures.

Health and safety compliance

• Contractors must provide a Risk Assessment and Safe Work Method Statement (SWMS) for the tasks they will perform. This shows they are aware of the potential hazards and have a plan in place to manage them.
• Contractors must comply with relevant Workplace Health and Safety (WHS) regulations and have appropriate safety equipment, personal protective equipment (PPE) and procedures in place to safeguard themselves and others on-site.
• Contractors must adhere to safety standards during the event. Assign a site supervisor or safety officer to monitor their activities and intervene if necessary.

Insurance and licenses

• All contractors should carry sufficient Public Liability Insurance to cover any potential claims arising from their activities at your event. The minimum insurance cover is $20 million, depending on the scale and risk of the event.
• All contractors must have WorkCover insurance to protect themselves and their employees while working at the event. Confirm that the contractor’s WorkCover policy is up-to-date and that coverage applies for the scope of work being carried out. If they are a sole trader they may be exempt, but you will need this in writing from them.
• Check that contractors hold the required licenses or permits for the service they provide (such as selling food, operating rides, providing electrical services). For example, food vendors must be registered with Food Trader (or equivalent) and electrical contractors should be licensed to perform electrical work.

Contractor communication

• Establish and document the communication structure between event organisers and contractors. This should include:
  • assigning each contractor a primary point of contact within the event team (for example, Event Manager, Site Manager)
  • providing contractors with a full contact list, including escalation points for emergencies
  • using 2-way radios or a dedicated messaging channel (for example, WhatsApp, Slack, SMS group) for fast and reliable updates during bump-in, event delivery and bump-out.
• Keep contractors regularly informed of changes to schedules, layouts or procedures. Examples include:
  • holding a contractor induction session before bump-in to cover site rules, safety requirements and communication protocols
  • scheduling daily or pre-shift toolbox talks to confirm tasks, timelines and hazards
  • using site maps and briefing notes to convey access points, exclusion zones and emergency procedures
  • conducting check-ins with contractors throughout the event to monitor progress and resolve issues quickly.

Compliance with event policies

• Contractors must comply with the event’s site-specific rules, including load-in and load-out procedures, waste disposal, noise regulations and traffic management.
• If your event has sustainability goals, ensure that contractors understand and adhere to the event's environmental standards (for example, waste management, energy efficiency and sustainable practices).
• Contractors must follow the event’s health and safety standards, particularly those involving crowd control, emergency response and equipment safety.

Onsite management

• Contractors should only have access to the areas of the site they are working in. Make sure their work zones are clearly defined and they understand any restricted areas (for example, where public access is prohibited or where safety risks exist).
• Have contractors check in with the event team at the beginning and end of each working day. This ensures everyone is accounted for and any changes to the schedule or site are effectively communicated.
• Conduct random checks during the event to check that contractors comply with their safety and operational responsibilities, including using the right equipment, following safety procedures and wearing appropriate PPE.

After the event

• Contractors are responsible for cleaning up their work areas at the end of the event, including removing all equipment, waste and materials and returning the site to its original condition.
• Debrief with contractors to assess their performance, identify any issues and gather feedback for future events. This can improve the process for subsequent events and maintain a good relationship with your contractors.
• Contractors must report any incidents or accidents that occured during their work. Document these and take appropriate corrective actions where needed.

Termination of contractor agreement

• If a contractor is found to violate safety protocols or fail to meet contractual obligations, you should review their agreement and take appropriate action. In extreme cases this may involve removing them from the site and terminating their services.