Train Once, Run Smooth: How to Set Up Venue Tech Training That Actually Works
Every venue has a version of this moment:
The lights aren’t doing what they should. The DJ can’t connect. The EFTPOS terminal just froze — and the one person who knows how to fix it is off tonight.
Tech training in venues is usually rushed, inconsistent, or forgotten. But when it's done right, it reduces errors, protects gear, and gives your team the confidence to handle issues on the fly.
Here’s how to set up basic tech training that works — and sticks.
1. Start With What Staff Actually Use
Focus first on the tech your team interacts with every shift — not the backend setup.
Key systems to train:
POS terminals and iPads
Lighting control tablets or wall panels
AV playback gear (DJ decks, Bluetooth inputs, microphones)
CCTV viewing or screenshot tools
EFTPOS terminals and printer troubleshooting
Signage controls or event displays
Don’t overdo it. Get the basics locked in first.
2. Break It Into Roles
Not everyone needs to know everything. Match training to roles:
Bar staff: POS, EFTPOS, bar lighting, emergency resets
Floor supervisors: Scene control, CCTV review, POS support
Venue managers: Full access, reporting, staff troubleshooting
Door/security: CCTV checks, emergency lighting
Techs/DJs: Advanced lighting/audio troubleshooting, rack access
This helps you avoid information overload and makes training feel relevant.
3. Create a “What to Do When” Cheat Sheet
Most issues happen under pressure — not in a quiet training room.
Create a short guide called something like “If This Happens, Do This.”
Examples:
“Lights stuck or glitching? Tap Reset Scene on tablet.”
“POS frozen? Hold power, restart, then log in.”
“Mic not working? Check battery or input on rack.”
“DJ no sound? Check source input and zone routing.”
Stick it behind the bar, near the tech rack, or in a digital staff hub.
4. Use Video or Screenshots, Not Just Words
A 30-second screen recording or a few photos with arrows beats a paragraph of instructions.
Tools you can use:
Loom
Google Slides with screenshots
Phone screen recordings
Printed image guides
A shared Microsoft Teams or SharePoint folder
Keep them short, focused, and named clearly by task.
5. Schedule Quick Refreshers
A five-minute refresher during pre-open or before a busy night can:
Remind staff where controls are
Catch new team members
Highlight any changes since last shift
Rebuild confidence
It doesn’t have to be formal — just consistent.
6. Keep Access Levels Clear
Too much access can cause issues. Too little slows down problem-solving.
Set up your systems with:
Preset-only control for most staff
Supervisor-level logins for key staff
Admin access for managers or owners
That way, your staff are never stuck — but no one’s accidentally changing configs.
7. Log Issues for Training Gaps
Use a shared team chat or logbook to track:
What went wrong
Who was on
How it was fixed
If it could’ve been avoided with better training
This helps you know what needs to be added or adjusted next time.
8. Review After Major Changes
New lighting install? Upgraded POS system? Make retraining part of the rollout.
Even a 10-minute staff walkthrough can prevent nights of frustration.
If your install team isn’t providing training — that’s a red flag. Tech without training is wasted.
The Bottom Line
Good tech training isn’t about making your staff tech experts. It’s about giving them confidence, reducing panic moments, and keeping the night running when things get bumpy.
If you want help building a venue-specific training kit — complete with guides, cheat sheets, and short videos — we’re happy to build it with you.