Service and maintenance checklist

What a supported system looks like, and what happens to one that is not. Complete this annually, or the first time you realise nobody is sure who maintains it.

Print it, or fill it in here. Nothing you type is sent anywhere.

Technician checking an AV equipment rack with a laptop and service records

Project nameSite or spaceDateProject or change managerCompleted by

Critical — define these first

Nothing else can be scoped, quoted or compared until these are answered.

Who currently holds responsibility for each system on site.

What documentation exists, and where it is physically kept.

Date of last service for each system.

Whether hearing augmentation performance has been tested since installation, and when.

Which staff are trained, and when they were last trained.

What actually happens when something fails during an event — the real procedure, not the intended one.

Warranty status for each main system, if known.

Whether spare or loan equipment is available, and from whom.

Who holds the passwords, configuration files and administrative access.

Labelled AV equipment rack with system documentation binder mounted on the wall beside it — The difference between a system that is supported and one that is merely installed.

Conditional — define if these apply

Work through each trigger. If it applies to your site, the item becomes critical.

IF THE ORIGINAL INSTALLER NO LONGER SUPPORTS THE SITE — define who does, and how the transition was recorded.

IF THE SYSTEM IS NETWORKED — define the firmware, access and security review interval.

IF STAFF TURNOVER IS HIGH — define the retraining interval and who owns it.

IF THE SYSTEM SUPPORTS A COMPLIANCE OBLIGATION — define the verification interval and who signs it off.

IF MULTIPLE SUPPLIERS HAVE WORKED ON THE SYSTEM — define who owns the system as a whole.

IF EQUIPMENT IS APPROACHING END OF LIFE — define the replacement timeline and the budget year.

IF THE SITE IS SHARED OR LEASED — define which party maintains what.

Optional — worth defining

Not required, but each one makes the next conversation shorter.

An annual condition report.

A budget forecast for end-of-life replacement across the next five years.

Remote monitoring and automated fault reporting.

A single asset register covering AV, PA, hearing augmentation, CCTV and access control.

Traps to avoid in service and maintenance

Buying hardware without a support pathway, then discovering the supplier has moved on.

Choosing a system only one staff member knows how to operate.

Training one staff member, then rostering a different team on weekends.

Never testing whether the system works for actual users.

Adding connected devices without involving ICT in access, security and documentation.

Notes

Completed bySignedDate

What happens next

1Anything left blank in the critical section is a gap, not an oversight. It will surface later, usually during installation.

2Bring the completed sheet to a site review. It replaces about half the meeting.

3If a conditional trigger applies and you are unsure how to answer it, that is exactly what the review is for.

Answers save automatically in this browser9 critical items still undefined

Talk to Us About an Existing System

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This checklist is general guidance. Requirements vary by project, jurisdiction, building classification and approval pathway.