Don’t Wait for It to Break: A Smarter Way to Maintain Your Venue Tech
Venue technology isn’t just gear — it’s the backbone of your night. Lighting, audio, POS, CCTV, signage — when one system goes down, it can take service with it.
Too many venues wait until something fails to take action. But by then, it’s already caused disruption, loss of sales, or a bad guest experience.
The good news? You don’t need to be a technician to run smarter. Here’s how to get in front of tech issues with simple preventative maintenance.
1. Create a Monthly Equipment Check
A 30-minute walk-through once a month can save you thousands in reactive callouts.
Checklist examples:
Test each lighting fixture or scene
Confirm all AV inputs/outputs are working
Run sound through every speaker zone
Confirm signage displays and schedules
Check POS terminals for lag or glitches
Ensure CCTV footage is storing correctly
Inspect cables, connectors, and mounts
If you notice lag, flickering, loose plugs, or weird behaviour — that’s your early warning.
2. Keep a Maintenance Log
Every venue should have a shared tech log — even if it’s just a notebook or spreadsheet.
Track:
What was checked
Any issues spotted
What was fixed, when, and by who
When gear was last tested or serviced
This helps with insurance claims, warranty tracking, and team accountability.
3. Clean Your Gear (Yes, It Matters)
Dust, stickiness, and heat are silent killers.
Clean monthly:
Lighting lenses and housings
Ventilation on speakers, amplifiers, and racks
Touchscreens and POS gear
DJ controllers and audio mixers
Security cameras and mounts
Use soft cloths, air dusters, and avoid alcohol on sensitive surfaces. Clean gear works better, runs cooler, and lasts longer.
4. Schedule Battery Replacements
Batteries wear out long before they go fully flat — and failures usually happen mid-show.
Things to track:
Wireless mic batteries
Remote controls
Door counter or clicker systems
Wireless tablet charging
Sensor-based signage or lighting
Replace every 3–6 months, or use rechargeable systems with a charge cycle tracker.
5. Keep Spare Parts for Common Failures
Don’t wait days for shipping when a ten-dollar part can save your night.
Stock on hand:
IEC and True1 power cables
XLR and 5-pin DMX
HDMI and AV adaptors
Powerboards and Velcro ties
Spare bulbs or lamps (if used)
Network cables (long and short)
Label your kit, and keep it somewhere staff can access fast.
6. Train Staff on What “Normal” Looks Like
If your team knows what a system should sound or look like, they’ll catch problems faster.
Tips:
Show FOH staff what a clean lighting preset looks like
Let bar staff know how POS should boot up
Have security check CCTV image clarity
Teach staff to flag glitches or lag immediately
A little awareness goes a long way — and builds a shared sense of responsibility.
7. Review Your Most Common Breakdowns
Once a quarter, look back:
What gear failed?
How much did it cost to fix?
Could it have been spotted earlier?
This helps justify investment in better systems — or building your own internal maintenance calendar.
The Bottom Line
You don’t need a maintenance department to run your venue like a pro.
With simple routines, shared checklists, and a bit of team training, you can stop small problems from becoming expensive disasters.
Need help setting up your first preventative maintenance log or monthly walkthrough template? We’ve already built them — and we can make it venue-ready for your team.