For many clubs, the warmer months bring increased trade, Christmas functions, community events and a busier calendar. A little preparation now can make a significant difference when things start to ramp up.

Whether your club is expecting a packed function calendar, increased hospitality trade or simply more members and visitors through the doors, now is the time to review your operations and make sure your people, systems and facilities are ready.

Get your staffing sorted early

Take a look at your expected trade, bookings and events across November, December and the summer period and identify where additional staffing may be required.

Confirm availability with your team early, particularly around Christmas, New Year and public holidays. It’s also worth considering your contingency plan for unexpected absences or particularly busy periods.

For new or casual team members, allow enough time for onboarding and training before peak trade begins. A busy Friday night in December isn’t the ideal time for someone to be learning your systems for the first time!

Check training and compliance

Before the busy period arrives, review whether staff training, licences, certifications and required competencies are current.

Depending on your club’s operations, this may include Responsible Service of Alcohol requirements, food safety, gaming responsibilities, first aid, emergency procedures and workplace health and safety.

It’s also a good opportunity to make sure staff understand your club’s internal policies and know who to speak to if an issue arises.

Give your WHS a pre-summer check

More activity can mean more potential risks, particularly when clubs are hosting functions, welcoming larger crowds or bringing in temporary staff.

Walk through your venue with fresh eyes. Check high-traffic areas, kitchens, bars, outdoor spaces, storage areas and emergency exits. Look for trip hazards, damaged equipment, inadequate lighting or anything else that could become an issue when the venue is busy.

Ensure incident reporting procedures are understood, emergency information is accessible and staff know what to do if something goes wrong.

Get ahead of functions and events

Christmas parties, presentations, end-of-year celebrations and community events can create valuable opportunities for clubs, but good planning is essential.

Review your upcoming bookings and make sure responsibilities are clear. Consider staffing, catering, room set-up, security, cleaning, equipment, accessibility and any licensing or regulatory requirements associated with each event.

Having a simple event checklist that your team uses for every booking can help prevent important details from being missed.

Make sure your venue is summer-ready

South Australian summers bring their own operational considerations. Check air conditioning and refrigeration before the first major heatwave, review outdoor areas and shade, and make sure water is readily available for staff and patrons.

If your club has outdoor events planned, consider extreme weather, heat and fire risks and have clear procedures for postponing, relocating or cancelling activities when necessary.

Review your Christmas and New Year arrangements

Before the festive season, confirm your opening hours, public holiday arrangements, staff rosters and supplier schedules.

Communicate any changes clearly to members and customers across your website, social media, venue signage and other communication channels. It’s also worth checking supplier cut-off dates and placing important orders early to avoid last-minute shortages.

Don’t forget the opportunity

Peak season isn’t only about managing risk and workload. It’s also an opportunity to showcase your club.

Make sure your Christmas functions, summer events, dining options and venue spaces are being promoted. Update your website and social channels, make booking information easy to find and give people a reason to choose their local club for their end-of-year celebrations.

Most importantly, don’t leave everything until December. A few simple checks and conversations now can help your club enter the busiest months of the year organised, compliant and ready to make the most of the season ahead.

Need support?

Clubs SA is here to assist members with resources, information, training and support across a range of club operations. Explore the Member Portal, Corporate Partner Directory and Club Development Program, or contact the Clubs SA team if you’re unsure where to start.