February feels quiet, but smart vendors know: the busy season is coming. The decisions you make now—equipment maintenance, staff recruitment, system improvements—determine whether you thrive or scramble from April onwards. Here's your spring prep checklist.
Why Preparation Matters
Last spring, you probably experienced:
- Equipment that needed repair right when you needed it most
- Scrambling to find staff for peak weekends
- Running out of stock because your supplier relationship wasn't solid
- Admin chaos because your systems couldn't handle the volume
This year can be different. Use the quiet months to build the foundation for a successful season.
Equipment and Vehicle
Full Service Checklist
- Vehicle MOT and service: Book it now while garages are quieter. Don't wait until April.
- Generator service: Full service including carburettor clean, oil change, spark plug.
- Refrigeration check: Temperature calibration, door seal inspection, condenser coil cleaning.
- Gas safety certificate: CP42 required annually. Get it sorted before the rush.
- PAT testing: All portable appliances need annual testing.
- Fire extinguisher service: Check expiry dates, have them serviced or replaced.
Deep Clean
The off-season is deep clean time:
- Extraction hood and filters
- Behind and underneath all equipment
- Water tanks and systems
- Storage areas
- Vehicle exterior (ready for new marketing photos?)
Inventory Check
- Serving equipment: enough plates, napkins, cutlery?
- Disposables: order in bulk before prices rise
- Packaging: branded bags, boxes, containers
- Signage: anything faded, damaged, or outdated?
💡 Pro Tip
Create a maintenance calendar with annual reminders. Equipment failures during peak season can cost thousands in lost bookings. Prevention is always cheaper than emergency repairs.
Staffing
Assess Your Needs
Look at last year's calendar. How many events required additional staff? When were the busiest weekends? Plan for similar patterns this year.
Recruit Early
Good event staff get snapped up by Easter. Start recruiting now:
- Contact reliable people from last year—are they available?
- Post in hospitality groups and catering courses
- Build a larger pool than you need (some will drop out)
- Trial new staff on quieter events before peak season
Training
Use March for training sessions:
- Food hygiene refreshers
- Your specific processes and standards
- Menu knowledge and allergen awareness
- Customer service expectations
Suppliers
Review Relationships
- Did last year's suppliers deliver on quality, price, and reliability?
- Are there better alternatives worth testing?
- Can you negotiate better terms based on last year's volume?
Lock In Agreements
- Confirm credit terms and limits
- Understand their lead times for busy periods
- Set up online ordering if available (faster than phone calls)
- Identify backup suppliers for critical items
Admin and Systems
Update Your Pricing
Costs have changed. Have your prices? Review:
- Food costs (probably up)
- Fuel costs (definitely up)
- Staff costs (minimum wage increased)
- Insurance and overheads
If you haven't increased prices, now's the time. New clients for 2026 won't know your old prices.
Refresh Your Contracts
- Update terms and conditions
- Review deposit and cancellation policies
- Ensure legal compliance (GDPR, food safety)
- Add any clauses you wished you'd had last year
Streamline Your Workflow
- Set up email templates for common enquiries
- Create quote templates for different event types
- Organise your file system (contracts, receipts, certificates)
- Test your booking and payment processes
Streamline Your Season
VendorPad handles quotes, contracts, invoices, and scheduling in one place. Set up your systems now and cruise through the busy season.
Get Early AccessMarketing
Refresh Your Online Presence
- Website: Update photos, testimonials, pricing if displayed
- Google Business Profile: Add new photos, respond to any reviews
- Social media: Plan content calendar for spring/summer
- Directory listings: Ensure all information is current
Reach Out Proactively
- Email past clients about 2026 availability
- Contact venues you've worked with before
- Reach out to event planners in your area
- Connect with complementary businesses (photographers, florists)
Book Key Dates
Some dates fill up fast:
- Bank holiday weekends
- Local festivals and events
- Prime wedding weekends (May-September Saturdays)
- Major sporting events in your area
If you want these dates, pursue them actively.
The Prep Timeline
| Month | Focus |
|---|---|
| February | Equipment servicing, pricing review, staff recruitment begins |
| March | Staff training, supplier agreements, admin systems, marketing push |
| April | Final checks, test events with new staff, confirm all bookings |
| May onwards | Execute. You're ready. |
The Payoff
Vendors who prepare properly experience:
- Fewer emergency repairs and costs
- Less stress when things get busy
- Better service delivery (you're not firefighting)
- More energy to enjoy the work
- Higher profitability (prepared vendors make better decisions)
The quiet months aren't downtime—they're investment time. Use them wisely, and you'll reap the rewards all season long.
