Anthony Karpanos

Helping mining, construction & venue organisations build safety that works in the field | Founding Director, Soteria 360 | 25+ yrs law enforcement & WHS | Author | Speaker

May 12, 2025

WOW WOW WEE WAH this is edition #10 – and I quickly want to say a genuine thank you.

To every single one of you who’s subscribed, read, liked, shared, commented, tagged others, or just had a yarn with me offline – THANK YOU. What started as a simple way to share what works (and what doesn’t) in safety, public safety, security and all related matters has turned into something bigger. Featuring amazing professionals in the “professional spotlight” and seeing the conversations take off proves there’s real hunger for straight talk in this space.

Now – onto the topic.

There’s a part of the safety conversation that doesn’t get enough attention – contractors.

They’re not your full-time staff. They may not wear your uniform. They’re often unfamiliar with your site, your people, and your systems. And most of the time, they show up to get a job done – not to sit through a full safety briefing.

But if they’re on your site, they’re your responsibility.

And that responsibility doesn’t pause just because they’re external. It actually increases – especially when they’re operating in environments that remain open to the public.

This is where safety systems get tested. When you’ve got contractors bumping in gear, running cables, doing electrical, or completing maintenance – while patrons are moving through concourses, foyers, or loading docks – the risk profile changes completely. You’ve got a mix of workers who don’t know the layout and members of the public who don’t know there’s a hazard nearby.

The gaps between assumptions and execution usually show up here. Things like:

• No separation between work zones and public areas
• Incomplete barricading or signage
• Equipment left unattended
• Live works during public access without adequate control

If a patron trips over a contractor’s gear, gets hit by moving plant, or is exposed to something unsafe – that’s on you.

And when something goes wrong, the cost is always higher. Reputational damage, insurance fallout, and worst of all – someone getting seriously hurt in a space that’s supposed to be safe.

Whether the contractor is working a single shift or managing a full install, you owe them clear expectations, controls, and integration into your safety system. Because once they’re on your site, they’re part of your operation – and the public doesn’t know the difference.

LET’S BE REAL

Contractors are often expected to hit the ground running, especially in high-tempo environments like events, venues, construction, or shutdowns. But the reality is, without proper onboarding, oversight, Inductions and accountability, they become a weak link in your safety chain.

Most incidents involving contractors happen because someone assumed:

• they knew the site
• they’d done this before
• someone else had inducted them
• they’d ask if they weren’t sure

That’s not a system. That’s a gamble.

COMMON CONTRACTOR SAFETY FAILURES

1. No formal induction. They arrive, get shown the job, and start. No walkthrough, no risk briefing, no emergency info.
2. Unclear scope of work. Misaligned expectations about what’s being done, how, and by who.
3. No interface with your WHS systems. Their processes stay in their truck. Your safety plan stays in your office. Neither meets in the middle.
4. Minimal supervision. Contractors often operate unsupervised, especially during late shifts, changeovers, or bump-in/out periods.
5. Permit systems ignored or rushed. Shortcuts taken to meet deadlines or reduce admin. Risks get missed. Controls get skipped.

STOP THE CYCLE

If you don’t have a solid contractor management system, now is the time to fix that. It needs to cover:

• Prequalification (check they have the right credentials and safety systems)
• Clear scope and deliverables (avoid assumptions)
• Inductions (every site, every time)
• Permit to work (for high-risk tasks, no exceptions)
• Supervision and spot checks (trust but verify)

You should be able to answer:

• Do you know which contractors are on-site right now?
• Have they been properly inducted?
• Are they working under permits if required?
• Who’s accountable for them while they’re here?

If the answer is no—or even “I think so” – you’ve got work to do.

Professional Spotlight

This week, we’re featuring… — Paul Holmes..With a background in trades and experience across mining, construction in Dublin, New York, Australia, and now in major venue facilities management, Paul has seen firsthand how vital it is to manage contractors with clarity, structure, and respect.

Paul started on the tools in Dublin, where safety wasn’t what it is today. Then, moving to Australia, he worked in workshops and the mining sector before stepping into construction roles in high-risk environments. These early years shaped his understanding of safety -breakdowns don’t usually happen because people don’t care; they happen because the plan wasn’t clear, the controls weren’t enforced, or assumptions weren’t challenged.

Paul’s role is more than checking paperwork – it’s about making safety work in the real world. That means being on-site, asking the right questions, and identifying gaps before they lead to incidents.

What makes Paul’s approach effective? He’s been there. He knows what it’s like to be handed a job without the right info, to feel the pressure to deliver, and to be in an environment where it feels like no one’s watching or cares. That’s why he leads with clarity, expectation, and presence. Contractors don’t just need a folder of procedures – they need someone who sets the tone.

I’m fortunate to work with Paul on a daily basis at VenuesWest. The collaboration, mutual understanding, and shared standards we’ve built together are a huge benefit to the work we do. In an environment where the public and patrons are always present, having this level of alignment is not just helpful – it’s essential.

Because the truth is, together we win. Whether it’s a minor work order or a major install, consultation and communication up front always leads to better outcomes. Planning properly, asking the right questions, and walking the job before the work starts – that’s what prevents confusion, conflict, and risk.

Paul’s Go-To Contractor Safety Tips:

• Public Always Comes First: In a live venue, the public doesn’t know it’s a “controlled zone.”
• Walk the Work Area Before They Start: Show them the space – pinch points, public pathways, overhead risks, plant movements. Don’t assume they’ll “figure it out.”
• Use Permits Properly – Not Just as Admin: Permits should reflect the actual task and active controls. If the permit’s not ready, the work shouldn’t start.
• Clear Scope = Safe Execution: Safety issues start with poor communication. Be clear on what’s being done, where, when, and by who – especially when multiple contractors are on-site.
• Spot Check Frequently – Especially at Night or During Changeovers: This is when corners get cut. Walk the site, talk to workers, and show that safety matters 24/7.
• Lead by Example – Be Visible, Be Consistent: Your tone, presence, and follow-through set the culture. If you hold the line, others will too.

At the end of the day, contractor safety comes down to one thing: lead by example. When you tolerate shortcuts, others will follow. When you overlook poor safety practices, they become the norm. When you take a stand, speak up, and show what “right” looks like – people will follow your lead.

Setting high standards isn’t about being difficult. It’s about protecting lives, reputations, and the integrity of the work. It starts with us – our tone, our actions, and our consistency on-site.

Safety is non-negotiable. It’s about being present, doing the work, and ensuring everyone goes home safe.

Set the standard. Hold the line. Never apologise for prioritising safety.

Call-to-Action & Next Steps

Have you ever seen a contractor job go sideways because no one planned for the public still being on-site?

Or maybe you were the one who stepped in – threw up barricades, paused the task, or called it out when something didn’t feel right?

Share your stories in the comments – the good, the bad, and the lessons that stuck.

Let’s stop assuming everyone’s got it covered and start leading the way on contractor safety – especially when the public is in the mix.

And if this one made you think twice, hit subscribe so you don’t miss the next edition of How to Stay Tacticool.

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Connect with me on LinkedIn: www.linkedin.com/in/anthony-karpanos-088692246

Feel free to share this newsletter with friends, colleagues, or fellow event enthusiasts – together, let’s stay prepared, proactive, and of course… Tacticool