A Preventive Maintenance Calendar for Clubs and Small Venues
Daily cleaning keeps a facility presentable. Preventive maintenance keeps it open. The problem is that monthly and annual jobs are easy to forget, because they don't happen often enough to become habits, until the elevator inspection lapses or the ice machine fails before a big event.
Here is a calendar that fits most clubs, lodges, gyms and small venues. Adjust it to your equipment, your vendors and your local codes.
Every month
- Fire extinguishers and AED: visual check: in place, gauge in the green, pins and seals intact, AED status light OK
- Elevator: monthly service visit by your elevator contractor (if you have one), with the ticket kept on file
- Bar beer lines: clean and sanitize every two weeks
- Hot tub: test the emergency shut-off; test cyanuric acid if you use stabilizer
- Restrooms: check auto-flush and dispenser batteries before they die
Quarterly
- HVAC: service visit and filter changes (more often in dusty or busy buildings)
- Ice machines and refrigerators: clean filters; descale ice machines
- High dusting: ledges, vents and hanging light fixtures
- Exterior windows: wash, or confirm the window vendor came
Twice a year
- Daylight saving: reset every clock and timer (March and November)
- Grease interceptor: pump-out (or as often as your local permit requires)
- Patio furniture: bring out in spring, store in late fall
- Pruning and landscaping: late winter and midsummer
Once a year
- Fire extinguishers: annual service and recharge by a licensed vendor
- Fire sprinklers and alarm: testing as required by your fire code and insurer, often more than once a year, so confirm with your fire protection vendor
- Elevator: annual inspection and testing
- Boiler / building heat: service before the cold season
- Pool heater and steam generator: service per manufacturer
- Irrigation: spring check and repair
- Roof and parking drains: clean before the rainy season
Make monthly tasks hard to forget
Monthly work fails in a specific way: it resets. If the "check extinguishers" box disappears at midnight like a daily task, a missed month vanishes without a trace. Monthly tasks should stay open until someone does them, show a "due by" date, and turn red when they're late.
Vendor visits need proof too: have your facilities manager record the visit and keep the vendor's ticket number or a photo.
CheckListsDone handles monthly and annual tasks exactly this way, alongside the daily lists, with alerts when anything slips. Start a free trial. For the daily side, see Paper Sign-Off Sheets vs. Digital Checklists.