TEMPLATE · BUILD WEEK
What to ask a contractor for, and who checks it.
Most events collect contractor documents and never check them, which is worse than not asking: the folder implies a check that did not happen. This is the shorter list, with a named reviewer against each row and the expiry date treated as the field that matters.
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WHAT THIS IS
A contractor document checklist records what each contractor must provide before access is granted, who reviews it, and when it expires. Keeping it short and actually checking it is stronger than collecting everything and reading none of it.
THE TEMPLATE
| Contractor | Scope of work | Document | Required? | Received | Reviewed by | Expiry | Status |
|---|---|---|---|---|---|---|---|
| Stage Left Rigging | Roof and rigging | Public liability certificate | Y | 2027-04-02 | H. Chowdhury | 2027-11-30 | Accepted |
| Stage Left Rigging | Roof and rigging | Rigging method statement | Y | 2027-04-09 | H. Chowdhury | — | Queried |
| Bright Site Cleaning | Cleaning | Employer liability certificate | Y | 2027-04-11 | J. Marsh | 2028-01-15 | Accepted |
| Bright Site Cleaning | Cleaning | Rigging qualification | N | — | — | — | Not applicable |
The example rows are invented people. The column shapes are not.
WHY EACH COLUMN IS THERE
Every field is a field somebody has to chase.
- Contractor
- The company, not the individual. Documents attach to the employer, people attach to the company.
- Scope of work
- Determines which documents are relevant. A cleaning crew and a rigging crew need different rows.
- Document
- Name it precisely. "Insurance" is not a document, "public liability certificate" is.
- Required?
- Y or N against this scope. An N with a reason is a decision; a blank is an oversight.
- Received
- The date it arrived, not a tick. Dates reconstruct a timeline; ticks do not.
- Reviewed by
- A named person competent to review it. This is the column that turns collection into checking.
- Expiry
- The field that fails most often. Check it covers the dates they are on site, not just today.
- Status
- Accepted, queried or rejected. Queried is a real state and needs to be visible.
USING IT WELL
- Where the contractor is the employer, right to work is their duty. Their written confirmation is usually the right evidence for you to hold, rather than copies of other people's identity documents.
- One row per document per scope. A single row per contractor hides the document that is missing.
- Chase on the expiry date, not on the received date. A certificate that lapses mid-build is the common failure.
- Record a rejection with its reason. You will be asked about one of them, usually months later.