Opening / Closing Procedures

This is the SOP document for Opening / Closing the Speakerbox Venue for Bar Staff

Bar Opening Procedure

Time Required: 30 minutes
Who Does This: Bar staff (assigned by Fai)
When: Daily at 14:00 (2pm) before venue opens

Quick Reference Checklist

Complete these in order. Tick each item as you finish:

Bar Equipment Setup

☐ Turn on all fridge lights
☐ Prepare garnish stations (limes, lemons, mint - see quantities below)
☐ Fill ice wells completely (bar + cooler)
☐ Set up beer taps (check CO2, run lines, check temperature)

Venue Preparation

☐ Turn on exterior sign lights
☐ Write today's timetable on blackboard (get schedule from Kop/Roy)
☐ Turn on cable lights throughout venue
☐ Arrange seating for tonight's event (check event runsheet)
☐ Turn on table lamps

Final Check

☐ Walk through venue - everything looks ready?
☐ Music playing (Spotify: "Opening Mix" playlist)
☐ Fridges fully stocked and cold

Done When: All items ticked, venue ready to receive customers at 16:00

Detailed Procedure

BEFORE YOU START

You'll need:

Pre-checks: ☐ Check if there's an event tonight - special setup needed?
☐ Confirm what time doors open (usually 16:00, sometimes earlier)

STEP 1: Bar Equipment Setup (15 minutes)

What you're doing: Getting the bar ready to serve drinks efficiently

Turn on Fridge Lights

  1. Go to each fridge (Front Bar has 2, Back Bar has 3)
  2. Open fridge door
  3. Switch on internal light (switch is inside top-right corner)
  4. Check fridge is cold (should feel like a normal fridge, not warm)

What good looks like:

If fridge is warm: Tell Fai or Kop immediately - may need to move stock to working fridges

Time this should take: 3 minutes

Prepare Garnish (Limes, Lemons, Mint)

Standard quantities (adjust based on expected crowd):

How to do it:

  1. Get cutting board, sharp knife from bar tools drawer
  2. Wash limes, lemons, mint in sink with clean water
  3. Cut limes into wedges:
    • Cut lime in half lengthways
    • Cut each half into quarters lengthways
    • You get 8 wedges per lime
  4. Cut lemons into wheels:
    • Cut off both ends
    • Slice across into 5mm thick circles
    • You get about 6 wheels per lemon
  5. Put mint in small container with water (keeps it fresh)
  6. Store all garnish in covered containers in bar fridge

What good looks like:

Time this should take: 8 minutes

Fill Ice Wells

Ice well locations:

How to do it:

  1. Get ice scoop from bar tools (NEVER use glass or your hands)
  2. Go to ice machine (behind back bar)
  3. Fill ice bucket completely
  4. Carry carefully to ice well (don't spill on floor - slip hazard)
  5. Pour ice into well
  6. Repeat until well is completely full (ice should be level with top)
  7. If filling cooler: Do this last, fill about 2/3 full

What good looks like:

Important: If ice machine is empty or broken, tell Fai/Kop immediately. We need to buy ice from 7-Eleven.

Time this should take: 6 minutes

Set Up Beer Taps

How to do it:

  1. Check CO2 pressure gauge (should be in green zone, around 30-35 PSI)
    • If in red zone (low), tell Fai - may need to change CO2 tank
  2. Run beer lines:
    • Pull each tap handle forward
    • Let beer run until it comes out clear (not foamy)
    • Discard this first beer (it's been sitting in lines overnight)
  3. Check temperature:
    • Beer should come out cold
    • If warm, check keg fridge temperature (should be 3-5°C)
  4. Wipe down tap handles with clean cloth

What good looks like:

If tap is not working: Tag it with "OUT OF ORDER" sign, tell Fai

Time this should take: 5 minutes

STEP 2: Venue Preparation (10 minutes)

What you're doing: Making the venue look open and inviting

Turn on Sign Lights

Which signs:

How to do it:

  1. Sign switches are behind front bar, near POS system
  2. Flip switches labeled "SIGN 1" and "SIGN 2" to ON position
  3. Go outside and check they're lit up
  4. If not working: Check circuit breaker first, then tell Kop

What good looks like:

Time this should take: 2 minutes

Write Timetable on Blackboard

What to write:

Where to get info:

Example:

TONIGHT - Saturday 30 Dec
Doors: 16:00 | Show: 20:00

20:00 - Support Band
21:30 - Headliner

Tickets at door: 500 THB

What good looks like:

Time this should take: 3 minutes

Turn on Cable Lights

Where they are:

How to do it:

  1. Flip switches labeled "CABLE LIGHTS" to ON
  2. Walk around venue to check all sections are lit
  3. If any section isn't working: Tell Kop (might be bulb out)

What good looks like:

Time this should take: 2 minutes

Arrange Seating (If Needed)

Check first:

If seated show:

If standing show:

What good looks like:

Time this should take: 3 minutes (or skip if no changes needed)

Turn on Table Lamps

How to do it:

  1. Go to each table with a lamp
  2. Switch on lamp (usually switch on cord)
  3. Check bulb works

What good looks like:

Time this should take: 2 minutes

STEP 3: Final Checks (5 minutes)

Walk Through Checklist

Do a lap of the venue and check: ☐ Music is playing at low volume (Spotify: "Opening Mix" playlist)
☐ All areas are lit properly
☐ No obstacles or trip hazards
☐ Toilets are clean and stocked (check toilet paper, soap, paper towels)
☐ Smoking area is set up (ashtrays clean, chairs arranged)
☐ Bar has everything you need for service
☐ Fridges are fully stocked

If anything is missing or broken: Tell Fai or Kop before opening

Common Mistakes

Mistake #1: Not filling ice wells completely

Mistake #2: Using old/brown garnish

Mistake #3: Not checking event schedule

Mistake #4: Forgetting to test beer taps

Emergency Contacts

If something is broken or you need help:

Issue Type Contact Phone
Bar equipment broken Fai (Bar Manager) [Insert number]
Electrical/technical Kop (Operations) [Insert number]
Emergency Eddie [Insert number]

Tips for New Staff

Training Notes

Version Control

Version Date Updated By What Changed
1.0 30/12/2024 Aaron Initial creation from Fai's notes
       
       

Last Reviewed: 30/12/2024
Next Review Due: 30/03/2025 (review every 3 months)
Document Owner: Fai (Bar Manager)

Bar Closing Procedure

Time Required: 45 minutes
Who Does This: Last bar staff on duty (assigned by Fai)
When: After venue closes (usually 01:30-02:00)

Quick Reference Checklist

Complete these in order. Tick each item as you finish:

Outdoor/Security

☐ Close smoking area (bring in ashtrays, chairs)
☐ Lock back door
☐ Lock all windows

Cleaning

☐ Clean all tables and bar tops
☐ Clear all rubbish bins
☐ Check and clean artist room

Bar Shutdown

☐ Wrap garnish containers (cling film)
☐ Wrap bottles on speed rails (cling film)
☐ Empty ice wells and turn off water tap
☐ Turn off all ACs
☐ Turn off all speakers and mixers

Final Checks

☐ Restock fridges for tomorrow
☐ Check stock levels (note any items running low)
☐ Turn off breaker switches (LEAVE 15, 17, 29 ON)

Done When: Venue secure, clean, ready for tomorrow's opening shift

Detailed Procedure

BEFORE YOU START

You'll need:

Pre-checks: ☐ Has everyone left the venue? (Check toilets, artist room, smoking area)
☐ Is tonight's cash reconciled with POS? (Kop or Fai handles this)
☐ Are all customers gone?

STEP 1: Outdoor & Security (10 minutes)

What you're doing: Securing the venue and bringing in outdoor items

Close Smoking Area

How to do it:

  1. Go to smoking area
  2. Empty all ashtrays into bin
    • Tip: Make sure cigarettes are fully extinguished (check with water if unsure)
  3. Stack chairs and bring inside
  4. Bring ashtrays inside to wash tomorrow
  5. Lock smoking area gate/door (if applicable)

What good looks like:

Time this should take: 5 minutes

Lock Back Door

How to do it:

  1. Check no one is still outside back area
  2. Close back door completely
  3. Turn deadbolt to locked position
  4. Test door is locked (pull handle to confirm)
  5. Hang keys on key hook behind front bar

What good looks like:

Security reminder: NEVER leave venue with back door unlocked

Time this should take: 2 minutes

Lock All Windows

Which windows:

How to do it:

  1. Go to each window
  2. Close window completely
  3. Engage window lock (twist handle or latch)
  4. Test it's locked (try to open - shouldn't move)

What good looks like:

Time this should take: 3 minutes

STEP 2: Cleaning (15 minutes)

What you're doing: Getting venue clean for tomorrow

Clean All Tables and Bar Tops

Supplies needed:

How to do it:

For tables:

  1. Remove any remaining glasses/bottles to dish pit
  2. Spray table surface with cleaner
  3. Wipe down completely with cloth
  4. Check underneath for gum/sticky spots
  5. Wipe down table legs if sticky
  6. Repeat for ALL tables (front room, back room, artist room)

For bar tops:

  1. Clear everything off bar (bottles, mats, menus)
  2. Spray entire bar top
  3. Wipe down thoroughly
  4. Clean bar stools
  5. Replace items neatly

What good looks like:

Common problem: Wet spots that aren't cleaned properly attract ants. Clean thoroughly.

Time this should take: 10 minutes

Clear All Rubbish Bins

Bin locations:

How to do it:

  1. Get fresh bin bags from storage
  2. Remove full bags from bins
  3. Tie bags securely
  4. Take ALL bags to external rubbish area outside back door
  5. Put fresh bags in all bins

What good looks like:

Important: Broken glass goes in SEPARATE bag marked "GLASS" - tell staff not to put hands in this bag

Time this should take: 5 minutes

Check and Clean Artist Room

What to check:

How to do it:

  1. Open artist room door
  2. Look around - anything unusual or left behind?
  3. Clear any rubbish into bin bag
  4. Wipe down surfaces if needed
  5. Arrange furniture neatly
  6. Turn off lights

What good looks like:

If you find valuable equipment left behind: Lock it in office, tell Kop immediately

Time this should take: 3 minutes

STEP 3: Bar Shutdown (15 minutes)

What you're doing: Preserving bar setup for tomorrow and shutting down equipment

Wrap Garnish and Speed Rail Bottles

Garnish (limes, lemons, mint):

  1. Get cling film from storage
  2. Cover garnish containers tightly with cling film
  3. Put containers in bar fridge (keeps garnish fresh)
  4. Throw out any garnish that looks brown or dried out

Speed rail bottles (liquor bottles on bar):

  1. Check all bottle caps are closed tightly
  2. Cover each bottle neck with cling film
    • Why: Prevents fruit flies and keeps liquor fresh
  3. Leave bottles on speed rail (don't remove them)

What good looks like:

Time this should take: 5 minutes

Empty Ice Wells and Turn Off Water Tap

IMPORTANT: This must be done or ice will melt overnight and overflow, damaging equipment

How to do it:

  1. Turn off water tap that feeds ice wells
    • Tap location: Under each bar, near ice well
    • Turn clockwise until fully closed
  2. Scoop out as much ice as possible back into ice bucket
    • Return this ice to ice machine or cooler
  3. Let remaining ice melt naturally (it will drain)
  4. Don't use hot water to melt ice (damages drains)
  5. Wipe down ice well after most ice is gone

What good looks like:

Why this matters: If tap is left on, ice well overflows overnight → water damage → expensive repair → Fai will be angry

Time this should take: 5 minutes

Turn Off All ACs

AC locations:

How to do it:

  1. Find remote control for each AC
  2. Press POWER button to turn off
  3. Make sure red light on AC unit goes off (means it's off)
  4. Put remote back in designated spot

What good looks like:

Why: Save electricity, also AC units shouldn't run when venue is empty

Time this should take: 3 minutes

Turn Off All Speakers and Mixers

What to turn off:

How to do it:

  1. Turn off mixer first (prevents loud pop sound)
  2. Then turn off powered speakers
  3. Unplug DJ booth equipment (if Kop hasn't already done this)

What good looks like:

Don't touch: Main sound system in live hall (Kop/sound engineer handles this)

Time this should take: 2 minutes

STEP 4: Restocking & Final Checks (15 minutes)

What you're doing: Getting bar ready for tomorrow's shift

Restock Fridges

How to restock properly:

How to do it:

  1. Check walk-in fridge for restock items:
    • Beer bottles
    • Mixers (tonic, soda, coke)
    • Wine
  2. Carry items to bar fridge
  3. Open bar fridge
  4. Move existing stock forward
  5. Place new stock behind existing stock
  6. Arrange bottles so BRAND LABELS face forward (customers should see what beer it is)

What good looks like:

Time this should take: 8 minutes

Check Stock Levels

What to check:

How to do it:

  1. Walk around bar looking at stock
  2. Make note of items with less than 6 units left
  3. Write on stock sheet (pinned near POS) OR tell Fai via LINE
  4. Common items that run out:
    • Chang (always runs out)
    • Tonic water
    • Coke
    • Lime juice
    • Ice (tell Kop if ice machine is low)

What good looks like:

Time this should take: 3 minutes

Turn Off Breaker Switches

CRITICAL: LEAVE SWITCHES 15, 17, 29 ON

Which breakers to turn off:

Why leave 15, 17, 29 on:

How to do it:

  1. Go to breaker panel
  2. Look at each switch
  3. Check number on switch
  4. If number is NOT 15, 17, or 29 → flip switch to OFF position
  5. If number IS 15, 17, or 29 → DO NOT TOUCH, leave ON
  6. Double check: 15, 17, 29 still on?

What good looks like:

If you turn off wrong switches: Fridges will warm up overnight and all drinks will be ruined. This is EXPENSIVE mistake.

Time this should take: 4 minutes

STEP 5: Final Security Check (5 minutes)

What you're doing: Making sure venue is secure before you leave

Walk Through Checklist

Do one final lap of the venue:

☐ All customers definitely gone? (Check toilets one more time)
☐ No personal belongings left behind?
☐ All lights off except emergency/security lights?
☐ All doors locked? (Test front door, back door, artist room)
☐ All windows locked?
☐ Fridges still running? (Listen for humming)
☐ No taps running? (Check bar sinks, toilet sinks)
☐ No smouldering cigarettes in bins?

What good looks like:

Lock Front Door and Leave

How to do it:

  1. Exit through front door
  2. Lock door from outside
  3. Test door is locked (pull handle)
  4. Check exterior sign lights are off (or leave on if Eddie wants them on - ask)

Keys: Return to designated key holder (Kop, Eddie, or security) OR keep if you're opening tomorrow

Common Mistakes

Mistake #1: Forgetting to turn off water tap in ice well

Mistake #2: Turning off breaker switches 15, 17, 29

Mistake #3: Not locking back door

Mistake #4: Leaving garnish unwrapped

Mistake #5: Rushing through cleaning

Troubleshooting

Problem: Ice well tap won't turn off

What you'll see: Tap spins freely, water keeps running
Fix:

  1. Turn off main water supply (valve under bar)
  2. Put bucket under ice well drain
  3. Tell Kop immediately (plumber needed tomorrow)

Problem: Can't find breaker panel or not sure which switches to turn off

What you'll see: Don't know where panel is or can't read numbers
Fix:

  1. Ask Kop to show you where it is (first time doing closing)
  2. Take photo of panel with switches labeled
  3. If alone and unsure: LEAVE ALL BREAKERS ON, tell Kop you weren't sure

Problem: Artist left expensive equipment in artist room

What you'll see: Guitar, pedals, laptop, etc left behind
Fix:

  1. Take photo of equipment
  2. Lock equipment in office
  3. Message Kop AND Eddie immediately with photo
  4. Don't try to contact artist yourself

Problem: Broken glass everywhere

What you'll see: Smashed bottle or glass on floor
Fix:

  1. DO NOT use hands
  2. Get broom and dustpan
  3. Sweep up ALL glass
  4. Put in separate bag marked "GLASS"
  5. Wipe floor with wet mop after sweeping
  6. Check no tiny pieces left (walk around area slowly, look carefully)

Emergency Contacts

If something breaks or you need help:

Issue Type Contact Phone
Bar/cleaning issues Fai (Bar Manager) [Insert number]
Security/locks Kop (Operations) [Insert number]
Emergency Eddie [Insert number]

Tips for New Staff

Training Notes

Version Control

Version Date Updated By What Changed
1.0 30/12/2024 Aaron Initial creation from Fai's notes
       
       

Last Reviewed: 30/12/2024
Next Review Due: 30/03/2025 (review every 3 months)
Document Owner: Fai (Bar Manager)