Planning an event can be an exciting yet complex task, especially when it comes to managing multiple teams and contractors on site. Whether it’s security teams, catering staff, or technical crews, contractors play a pivotal role in making events happen. To make an event successful, however, it is also the responsibility of the event organiser, or event team on site, to prioritise effective contractor management, and create a smooth process for all parties – throughout the build, live and break stages of the event.
Below, We Are OPS Event Health & Safety Advisor Sarah provides guidance on this, with a special focus on event health and safety.
Why does Contractor Management Matter?
When organising an event, you often rely on several specialised contractors to bring your vision to life. Poor communication or disjointed coordination with contractors can lead to delays, confusion, or even compromise the quality of the event. Establishing clear expectations, ensuring timely communication, and vetting the contractors’ qualifications are all essential steps in effective contractor management.
No matter how skilled your contractors are, event health and safety must remain a top priority. An event may appear flawless, but neglecting control measures can lead to avoidable accidents, injuries, or legal repercussions.
The Importance of Health & Safety
Health and safety should be embedded into every stage of event planning, and if you do not employ health & safety advisors such as ourselves, it is important to ensure your team are trained to ensure safety on site.
Events often feature heavy equipment, complex electrical setups, large crowds, and tight schedules, all of which can pose risks. It is your responsibility as an organiser (or ours if you would like us to support with our services) to ensure that contractors follow all safety protocols, use the right equipment for the job, and are trained for the tasks they are assigned.
Failing to prioritise event health and safety not only endangers lives but can also harm your reputation. A single event, such as a preventable injury, can have long-lasting consequences for both the attendees and your brand. Proper risk assessments, regular safety briefings, and compliance with local regulations are non-negotiable in any event planning process.
Best Practices for Managing Contractors Safely
- Clear Communication
Provide contractors with detailed instructions, timelines, and expectations. Ensure they know their responsibilities and who to report to during the event.
- Thorough Vetting
Verify the qualifications, certifications, past performance and documentation of all contractors before allowing them to site. This will help you select teams that take event health and safety seriously and develop strong working relationships.
- Monitor Compliance
Throughout the event, oversee contractor activities to ensure compliance with their safety documentation. Address any issues immediately to prevent further complications and challenge contractors who are not working in line with their RAMS.
Final Thoughts
Contractors play an essential role in event execution, without them, events would simply not go ahead. That is why – when it comes to the event team on site – smooth management, positive communication and careful consideration of event health and safety are also vital.
Having We Are OPS safety advisors on site will ensure safety is prioritised and your contractors are communicated with clearly to mitigate potential risks. Thorough planning and execution will create a safe working environment for contractors, while ensuring a successful event. Keep these tips in mind for future events and continue to prioritise the health and safety of all involved parties.
Thanks for reading! To find out more about our event operations, safety, licensing and stakeholder services, get in touch: ops@wegroup.london
