Event build schedule and supervisor roles

You are responsible for the site, your contractors and for the safety of the public.

As the event organiser, you are responsible for providing a safe environment for the public in and around your events site. This includes ensuring that your contractors are accessing and exiting the site safely and cordoning off the site so the public cannot access unsafe areas.

It is your responsibility to manage any persons or contractors who are erecting, depositing or building equipment on the site during the event set up, staging, delivery and pack up phases of your event.

Some event sites or structures on an event site may be deemed ‘constructions’ or ‘structures’ and therefore they must meet the Victorian Construction Regulations and comply with the Occupational Health and Safety Act 2004.

Some contractors may need to provide you with Job Safety Analysis or Safe Work Method Statements (SWMS) to show you how they are going to construct their equipment safely.

Most sites are deemed to be places of work and therefore they must comply with the 2009 OHS Act.

Serious fines can be issued by Worksafe and PIN notices which can cease your build and may result in the cancellation of your event.

As the event organiser you must nominate appropriate staff or volunteers to manage the site build at all times that there are contractors on site.

You should equip your site supervisors with safety vests, a build schedule and contractor contact list, they should also have copies of JSAs and SWMS notices.

Minimum requirements when setting up and packing up a site

  • Supervisors in high visibility vests or jackets who are scheduled to be on site before the first contractor and not to leave until the LAST contractor or piece or equipment has been removed.

  • Supervisors with the final site plan

  • Supervisors with the final build schedule

  • Supervisors with contact names and phone numbers of contractors

  • Spotters at the entry and exit areas to walk vehicles onto the site

  • Enough hazard tape and orange plastic bollards to safely cordon off the work zones

  • Rubber or grass matting to fix trip hazards

  • Pedestrian barriers to fence off unsafe areas

  • Cable ties and red gaffer tape

Once the set up or build of your event has been completed, the bollards and pedestrian barriers can then be used to cordon off back-of-house and unsafe areas.

Once you have your Event Program and Site Plan you need to develop an Event Build Schedule (also known as a Set Up / Pack Up Plan or a Contractors List).

A detailed Event Build Schedule is invaluable to control the build of the site and communicate with everyone involved - whether you are on or off site.

You can use the schedule when ordering equipment, advising contractors as to when they should arrive, and on site during the event so that key staff know what is happening and when.

We have developed an example of an Event Build Schedule.

Page last updated: Wednesday, 15 December 2021