Event Vendor and Contractor Compliance Management Checklist
Vendors and contractors are often the source of liability at events. This checklist ensures all vendors are properly vetted, insured, briefed on safety requirements, and operating within their permitted space and scope before the event opens.
- Industry: Events & Entertainment
- Frequency: Per Event (Pre-Event and Day-Of)
- Estimated Time: 60-90 minutes
- Role: Event Operations Manager / Vendor Coordinator
- Total Items: 28
Pre-Event Vendor Vetting
Verify all vendors passed pre-event vetting requirements.
- All vendors have signed contracts defining scope, space, and requirements?
- Certificates of insurance collected from all vendors prior to event?
- All required vendor permits (health, business license) collected and verified?
- Background checks completed for vendors accessing restricted areas?
- Vendor safety rules and emergency procedures communicated pre-event?
Vendor Space Assignment and Setup
Verify vendor spaces are properly assigned and set up.
- All vendor space assignments confirmed and marked before load-in?
- All vendors operating within their assigned space without encroachment?
- Vendor setups not blocking emergency exits or egress paths?
- Electrical service assignments confirmed and vendors not over-drawing?
- Load-in schedule followed preventing congestion and conflicts?
Food Vendor Compliance
Verify food vendor safety and health compliance.
- Health department permits displayed at all food vendor locations?
- Food handler certifications on site for food vendor staff?
- Food vendor temperature control equipment functional and at required temperatures?
- Food vendors have access to required handwashing facilities?
- Allergen information posted or available at all food vendors?
Vendor Safety Compliance
Verify vendors comply with event safety rules.
- Propane use approved and tanks inspected per event safety requirements?
- Fire extinguishers present at all cooking vendor locations?
- Vendor electrical connections reviewed and not creating hazards?
- Vendors managing waste within their assigned containers?
- Vendors complying with venue smoking policy?
Vendor Load-Out and Closeout
Verify post-event vendor load-out and site restoration.
- Load-out schedule distributed to all vendors before event?
- Vendor areas restored to pre-event condition?
- No waste, equipment, or materials left behind by vendors?
- Any venue damage by vendors documented before departure?
Production and Technical Contractors
Verify production and technical contractor compliance.
- Production company contracts with scope of work and safety requirements signed?
- Production contractor insurance certificates on file?
- Rigging contractor has ETCP certified riggers on crew?
- Artist or performer technical riders reviewed and compliance confirmed?
Related Events Entertainment Checklists
- Event Timeline and Logistics Coordination Checklist
- Event Insurance and Risk Management Review Checklist
- Event Site Setup and Load-In Safety Inspection Checklist
- Event Site Survey and Venue Assessment Checklist
- Event Post-Event Closeout and Incident Review Checklist
- Event AV Equipment and Technical Rider Compliance Checklist
- Event Volunteer Recruitment and Safety Management Checklist
- Event Signage and Wayfinding Compliance Inspection Checklist
Related Event Planning Checklists
- Event Permit and Licensing Compliance Checklist - FREE Download
- Event Timeline and Logistics Coordination Checklist - FREE Download
- Event Insurance and Risk Management Review Checklist - FREE Download
- Event Site Setup and Load-In Safety Inspection Checklist - FREE Download
- Event Site Survey and Venue Assessment Checklist - FREE Download
- Event Post-Event Closeout and Incident Review Checklist - FREE Download
- Event AV Equipment and Technical Rider Compliance Checklist - FREE Download
- Event Volunteer Recruitment and Safety Management Checklist - FREE Download
- Event Signage and Wayfinding Compliance Inspection Checklist - FREE Download
- Event Noise and Sound Level Compliance Inspection Checklist - FREE Download
Why Use This Event Vendor and Contractor Compliance Management Checklist?
This event vendor and contractor compliance management checklist helps events & entertainment teams maintain compliance and operational excellence. Designed for event operations manager / vendor coordinator professionals, this checklist covers 28 critical inspection points across 6 sections. Recommended frequency: per event (pre-event and day-of).
Frequently Asked Questions
What does the Event Vendor and Contractor Compliance Management Checklist cover?
This checklist covers 28 inspection items across 6 sections: Pre-Event Vendor Vetting, Vendor Space Assignment and Setup, Food Vendor Compliance, Vendor Safety Compliance, Vendor Load-Out and Closeout, Production and Technical Contractors. It is designed for events & entertainment operations and compliance.
How often should this checklist be completed?
This checklist should be completed per event (pre-event and day-of). Each completion takes approximately 60-90 minutes.
Who should use this Event Vendor and Contractor Compliance Management Checklist?
This checklist is designed for Event Operations Manager / Vendor Coordinator professionals in the events & entertainment industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.