By The P.A. People
When it comes to the maintenance, inspection and safe operation of technical equipment, understanding the responsibilities of a venue and its service contractor is essential.
For venues operating equipment such as staging systems, flying systems, hoists, lifting equipment and other technical infrastructure, engaging a specialist contractor is an important part of maintaining a safe working environment. However, it is important to understand that engaging a contractor does not transfer the venue’s overall work health and safety responsibilities.
So, who is responsible for what?
The Venue: Overall Responsibility for Workplace Safety
Under Work Health and Safety (WHS) legislation, the venue, or Person Conducting a Business or Undertaking (PCBU), has a primary duty to ensure, so far as is reasonably practicable, the health and safety of workers and others who may be affected by its operations.
This includes providing and maintaining a safe working environment and ensuring that equipment used within the venue is suitable, properly maintained and safe to operate.
A venue may employ technical managers, operators and technicians to oversee these responsibilities, with specific duties delegated to those individuals. However, the overall responsibility remains with the PCBU.
Equipment Maintenance: Who Does the Work?
There are generally two ways a venue can manage its equipment maintenance obligations:
- Engaging a specialist contractor
A venue may engage a suitably qualified and competent contractor to undertake planned maintenance in accordance with the manufacturer’s recommendations and applicable requirements.
The contractor is responsible for carrying out the agreed inspection and maintenance work competently and safely, and for documenting the work undertaken. This includes clearly identifying any defects, observations or recommendations requiring further attention.
Depending on the nature and complexity of the work, the contractor may also undertake risk assessments, prepare Safe Work Method Statements (SWMS) and conduct toolbox talks to manage risks associated with the work, ensuring they do not create unacceptable risks for venue staff, operators, other contractors or members of the public.
- Using in-house personnel
Alternatively, a venue may have suitably competent personnel undertake maintenance and inspection activities themselves. In this case, the venue is responsible for ensuring the work is carried out competently and safely, and that appropriate records are maintained.
Regardless of who performs the work, the venue should retain all relevant documentation, including maintenance records, inspection reports, manufacturer information, engineering documentation and commissioning records. These should be securely stored and readily accessible.
Identifying Issues Is Only Half the Job
An inspection or maintenance report is only valuable if its findings are acted upon.
Where a contractor identifies equipment requiring repair, further investigation or attention before it is returned to service, the venue is responsible for assessing the recommendations and ensuring appropriate action is taken.
This is particularly important where maintenance records highlight recurring faults or repairs. Repeated issues may indicate that equipment is deteriorating, approaching the end of its serviceable life or no longer fit for its intended purpose.
The venue is responsible for considering these findings and determining what action is required, including whether equipment should remain in service, be restricted from use, undergo further investigation or be replaced.
A contractor can provide technical advice and recommendations, but the responsibility for managing the venue’s equipment and ensuring outstanding issues are addressed remains with the PCBU.
Is the Equipment Fit for Purpose?
Maintaining equipment in good working order is one consideration. Ensuring it is suitable for the way it is actually being used is another.
A piece of equipment may be designed to perform a particular function, but that does not automatically mean it is suitable for every application.
For example, a hoist may be capable of lifting and positioning equipment, but if a venue intends to operate it while people are working or positioned underneath the load, the equipment and its intended application must be assessed to ensure it can be used safely in those circumstances.
The venue is responsible for selecting equipment that is suitable for its intended use and operating environment. A specialist contractor can assist with technical information and recommendations to support that decision, but the selection of equipment ultimately remains with the venue.
Venues should also be mindful of equipment that is no longer supported by its manufacturer. Understanding the age, condition, availability of spare parts and ongoing manufacturer support can help inform maintenance decisions and longer-term asset replacement planning.
While identifying end-of-life equipment may not form part of a routine maintenance inspection, a contractor can assist through condition assessments and lifecycle audits, providing valuable information to support informed decisions.
Working Together to Maintain a Safe Venue
The relationship between a venue and its service and maintenance contractor should be built on clear communication and well-defined responsibilities.
A specialist contractor plays an important role in inspecting, maintaining and reporting on equipment. The venue must ensure that equipment remains suitable for its intended purpose, that maintenance findings are addressed and its broader workplace safety obligations are met.
Understanding where responsibilities sit is fundamental to maintaining safe, reliable technical infrastructure.
How The P.A. People Can Help
The P.A. People provides specialist technical services to venues across Australia and New Zealand, supporting the safe and reliable operation of technical infrastructure.
Our services include routine planned maintenance, ad hoc inspections and repairs, equipment condition assessments and lifecycle auditing.
Whether you need ongoing maintenance support, an independent assessment of your equipment or advice on planning for future asset requirements, our team can help.
To discuss your venue’s maintenance requirements, contact us at service@papeople.com.au.
