The Power of a Good Checklist: How to Keep Your Venue Running Right
Most mistakes in venues don’t come from staff being lazy — they come from someone forgetting a step, skipping a test, or making a fast decision under pressure.
That’s where checklists come in.
The best venues run on repeatable systems. A strong checklist helps staff remember what matters, makes training easier, and protects your gear, your team, and your service quality.
Let’s break down how to create checklists that work — without feeling like homework.
1. Focus on the Flow of the Shift
Checklists should match the actual flow of the shift, not just a list of tasks.
Break them into chunks like:
Open: First 15 minutes of shift
Mid-shift checks: Every 1–2 hours
Close: End-of-night reset and handover
Weekly / monthly: Gear checks, deep cleans, stock rotation
Each list should feel natural — not overwhelming or random.
2. Use Simple, Clear Language
Keep instructions short, specific, and action-based.
Instead of:
“Check lighting system is operational”
Use:
“Tap ‘Open Scene’ on lighting tablet — confirm all zones respond”
Instead of:
“Inspect AV equipment”
Use:
“Turn on DJ mixer, confirm both channels output sound”
No jargon. Just clear actions your team can do quickly.
3. Include the “Why” for Key Items
When people know why something matters, they’re more likely to do it right.
Examples:
“Reset POS iPads to fix slow login issues”
“Check camera angles to avoid blind spots during functions”
“Test mic battery — avoid dead mics during speeches”
Add short explanations where needed, especially for new staff.
4. Make Checklists Visible and Accessible
Don’t bury them in a manual or shared drive no one opens.
Better options:
Print and laminate them for FOH and tech areas
Load into a shared staff app or Google Doc
Use QR codes on walls to access digital copies
Add to your Microsoft Teams or SharePoint staff hub
You want the list to be easy to find and even easier to use.
5. Keep It Short — and Prioritise
No one wants a 50-point list at 2AM. Focus on the steps that protect your service, safety, or gear.
Good targets:
Open checklist: 8–12 steps
Close checklist: 10–15 steps
Mid-shift: 3–5 key checks
Weekly: Less frequent, but detailed
You can always layer checklists by team (bar, tech, door, kitchen) to keep them relevant.
6. Review and Update Regularly
Your venue evolves — your checklists should too.
Once a month:
Ask staff what’s missing or outdated
Remove irrelevant steps
Add gear updates or new procedures
Reprint or update your digital versions
A checklist should grow with your team — not gather dust.
7. Celebrate the Wins
Checklists aren’t about catching mistakes — they’re about protecting quality.
When a staff member spots an issue thanks to the checklist — highlight it. Celebrate consistency. Acknowledge the time saved or the customer saved from frustration.
It helps turn the checklist from a task into a team tool.
Bonus: Try Digital Tools
Apps like Deputy, Sling, Microsoft To Do, or even a shared Google Form can turn checklists into simple workflows with reminders and timestamps.
They’re especially handy for larger venues or multiple-location operators.
The Bottom Line
A great checklist isn’t a micromanagement tool — it’s a safety net.
It helps your team stay sharp, your tech stay healthy, and your nights run smoother — even when things get busy or the A-team isn’t on.
Need help building out your venue's custom checklists, templates, or a staff portal to manage them? We’ve done it dozens of times — and we’ll show you exactly what works.