2025 Back-to-School Checklist: Facilities & Event Management

As we bid farewell to the “lazy” days of summer, it’s time to gear up for the hustle and bustle of everyone returning to campus.  

Whether you’re managing events, ensuring top-notch cleanliness, or keeping the lights on with energy efficiency, here’s your ultimate checklist to start the school year.  

Finish up your summer checklist and get ready for everyone to return to campus!   

Event Management / Facilities Rentals 

• Review Policies and Processes
  • Ensure rental and event policies are current and compliant with 2025 data privacy standards.
  • Update workflows to reflect digital booking and automated approval systems.
• Schedule Events in Advance
  • Publish facility availability for the 2025–2026 school year.
  • Notify the community via email, social media, school apps, and website updates.
• User Access & Agreements
  • Add key users and update roles in your facility management system.
  • Digitally archive and update facility rental agreements.
• With Event Management Software:
  • Automate post-event cleaning schedules.
  • Manage Wi-Fi access and guest credentials.
  • Provide secure, time-based building access codes.
  • Prevent double-bookings with real-time space reservations. 

Maintenance & Cleaning 

• Prioritize HVAC inspections and filter replacements for optimal air quality.
• Use electrostatic sprayers or UV-C disinfection twice annually.
• Implement a smart water management system to detect and prevent leaks. 

Safety Equipment & Documentation 

• Conduct annual fire extinguisher and sprinkler inspections.
• Test emergency lighting and backup power systems.
• Audit chemical storage areas for compliance and safety. 

Outdoor Spaces & Grounds 

• Perform visual inspections of all exterior structures.
• Upgrade landscaping and drainage systems.
• Inspect and repair roofs, windows, doors, and exterior walls. 

Storage & Organization 

• Secure and label shelving in storage areas.
• Organize supplies for easy access during the back-to-school rush. 

Classroom Setup & Space Planning 

• Move desks and furniture into classrooms.
• Reassign shared office spaces to optimize classroom usage.
• Finalize building schedules and room assignments. 

Energy Management 

• Conduct building audits using real-time data analytics.
• Upgrade to energy-efficient lighting and smart thermostats.
• Review utility usage trends to identify cost-saving opportunities. 

Preventive Maintenance System 

• Use CMMS or scheduling software to automate preventive maintenance tasks.
• Track work orders, inspections, and asset performance in one system.