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You did it — you made (what might have felt like) the impossible happen. Your beautiful venue, a labor of love, is open, and now the real work begins.
Creating a magical experience for couples and their guests requires more than just a beautiful backdrop. It demands meticulous upkeep and constant attention to detail. Don’t worry, we’re here to help you say “I do” to a well-maintained property.
Seasonal Sprucing: A Checklist for Every Season
Every season brings new things to do around the venue. From mulching in the Spring, to lawn care in the Summer, gutter clean-out in the Fall, and snow removal in the Winter, it can feel like a never-ending list. Each venue will have unique needs, but here are a few things to think about as you start making your list of seasonal tasks.
- Spring:
- Land and hardscaping revitalization: Fresh mulch, preparing soil for new flowers flowers, and reseeding to get those lush lawns, and any maintenance on hardscape features, are a must.
- Outdoor space inspection: Gazebos, pergolas, and fences need a check-up, as well as cracks in concrete, flooring or asphalt from winter weather wear and tear.
- Painting touch-ups: Refresh any faded paint on buildings and outdoor features.
- Summer:
- Lawn care: Regular mowing, watering, and weed control are essential.
- Pest control: Keep those pesky bugs and rodents away from your guests.
- Autumn:
- Leaf removal: Keep pathways and outdoor areas clear and safe.
- Gutter & outdoor drain-cleaning: Prevent water damage by ensuring gutters and any outdoor drains or basins are free of debris.
- Winterization: Prepare outdoor plumbing and irrigation systems for freezing temperatures – from re-mulching to pruning
- Winter:
- Snow & ice removal: Promptly clear walkways, stairs, and parking areas for safety.
- Indoor maintenance: Focus on interior touch-ups, painting, and deep cleaning during slower months. Your venue will likely see a lot of wear and tear after busy season, so paint touch-ups are critical to keeping your venue looking its best – especially in time for engagement season.
Beyond the Basics: Preventative Maintenance is Your Best Friend
- Regular Inspections: Schedule routine inspections of plumbing, electrical systems, HVAC, and structural components. Catch small problems before they become big headaches (and expenses!). If you lease your venue, make sure you look at what is in your lease, as many landlords require specific maintenance schedules and documentation.
- Landscaping Love: Invest in a landscaping plan that considers year-round beauty and practicality. Well-maintained grounds are a major selling point for any wedding venue – from photo opportunities to beautiful outdoor event spaces.
- Safety First: Regularly check and maintain safety features like fire extinguishers, emergency lighting, and security systems.
- Keep it Sparkling: Establish a cleaning and refresh schedule that includes daily, weekly, quarterly, and monthly tasks, and assign specific tasks to your team so that everyone knows what is needed.
The Power of Partnerships: Building a Reliable Team
- Trusted Contractors: Develop relationships with reliable plumbers, electricians, landscapers, and other professionals. Having a trusted team on call will save you time and stress when issues arise. Keep these numbers handy at the venue so that your team can reach out if an emergency happens during an event. These relationships are helpful to quickly get a few quotes to compare services and costs and ensure they are appropriate for the project.
- Cleaning Crew: A dedicated cleaning crew is essential for maintaining a spotless venue, especially during peak season. Given that you don’t have events every day, it is helpful to create a simple way that you can update them on when you need them to come and do a post-event clean. Make sure to ask your cleaners if they can help set-up your tables and chairs for the next event, saving your team on-time and some heavy lifting, as well as basic repairs & maintenance tasks.
- Handyman on Hand: A skilled handyman can tackle a variety of tasks, from minor repairs to furniture assembly.
Tech to the Rescue: For Efficient Property Management
- Work Management Software: You have done the hard work in outlining everything that needs to be done around the venue, now make it easier on yourself by using a work management software program like Asana to create digital checklists. You can create lists for your seasonal tasks and routine inspections, as well as assign these tasks to specific team members to ensure nothing gets overlooked and so that you don’t have to do it all. When the unexpected comes up, use checklists to keep on top of follow-ups, site visits, and quotes to ensure repairs are handled promptly.
Show Me the Money: Budgeting for Maintenance
- The 1-2 Punch: Allocate 1-2% of your property’s value annually for ongoing maintenance. This covers routine upkeep and minor repairs.
- The Big-Ticket Items: Create a separate fund for major repairs and replacements (roofing, HVAC, etc.). Research the lifespan of these items to anticipate future costs.
- Unexpected Expenses: Always have a contingency fund for unexpected issues. A burst pipe or fallen tree can happen when you least expect it.
- Prioritize and Plan: Categorize maintenance tasks by priority and cost. This allows you to allocate funds effectively and avoid surprises.
Beyond Maintenance: Keeping It Relevant
- Prioritize Unique Features: Focus on maintaining and modernizing your venue’s key selling points (e.g., fountain, fireplace, views) while preserving their character.
- Cosmetic Updates: Refresh paint, lighting, and décor to incorporate current wedding trends and revitalize the space without large investments.
- Larger Renovations: Plan major projects (e.g., restrooms, expansions) in phases over several years to manage costs effectively.
- Marketing is Key: Showcase your refreshed venue on your website and social media to attract new clients.
By diligently following these tips, you’ll ensure your venue remains in top condition for years to come. Remember, a well-maintained property not only attracts clients but also creates a positive impression that leads to glowing reviews and repeat business.
Need More Maintenance Help?
Have some additional questions about how best to manage your venue or need some support with your venue? 828 Venue Management Company operates event venues across the nation and are experts in the venue management space. We bring expertise, unparalleled customer service, and a team of professionals dedicated to your venue and its success. Contact us today, we’d love to learn more about your unique venue and how we might partner together.
