How to Prepare Your Facilities for Peak Season

Peak season isn't the time to discover your HVAC can't keep up, your parking lot is full of potholes, or your janitorial service can't handle increased foot traffic. When revenue is highest, facility failures cost the most.

Whether your peak is holiday shopping, summer tourism, tax season, or back-to-school, the preparation playbook is the same: anticipate demand, eliminate weak points, and have contingencies ready.

Here's how to prepare your facilities for when it matters most.

8-Week Peak Season Preparation Timeline

8 Weeks Out: Assess and Plan

• Review last year's issues – Pull incident reports and service tickets from your previous peak season
• Inspect critical systems – HVAC, lighting, doors, parking lots, restrooms
• Identify capacity constraints – Where will increased traffic create problems?
• Project staffing needs – Will you need more frequent janitorial service? Extended landscaping hours?
• Secure vendor commitments – Lock in service availability before your vendors' schedules fill

6 Weeks Out: Address Deferred Maintenance

• Complete outstanding repairs – Fix everything on your "someday" list before peak demand
• Refresh high-wear areas – Repaint scuffed walls, replace worn floor mats, repair parking lot damage
• Deep clean everything – Pressure wash exteriors, strip and wax floors, clean HVAC vents
• Test all systems under load – Run HVAC at peak capacity, test backup generators

4 Weeks Out: Optimize and Enhance

• Increase service frequency – Move from weekly to twice-weekly landscaping, daily to twice-daily janitorial
• Stock consumables – Order extra restroom supplies, trash bags, cleaning products
• Upgrade temporary capacity – Add portable restrooms for outdoor events, temporary lighting for extended hours
• Refresh signage and wayfinding – Ensure first-time visitors can navigate easily

2 Weeks Out: Final Checks and Contingencies

• Walk each location – Inspect through a customer's eyes
• Update emergency contacts – Ensure vendor escalation paths are current
• Confirm vendor readiness – Verify your service providers are staffed and ready
• Brief site teams – Make sure on-site staff know who to call and when
• Pre-stage emergency supplies – Light bulbs, cleaning supplies, basic repair materials

Critical Systems to Prioritize

HVAC (Climate Control)

Why it matters: Uncomfortable customers leave faster and spend less. HVAC failures during peak season can force closures.

• Replace all filters 2-3 weeks before peak season
• Clean condenser coils and check refrigerant levels
• Test systems at expected load (full occupancy conditions)
• Identify backup HVAC vendors in case of emergency

Parking and Exterior Grounds

Why it matters: First impressions happen in the parking lot. Poor curb appeal drives customers to competitors.

• Repair cracks and potholes before increased traffic worsens them
• Re-stripe faded lines for clear navigation
• Power wash sidewalks and building exteriors
• Increase landscape maintenance to 2-3x per week
• Ensure parking lot lighting is fully functional

Restrooms and High-Touch Areas

Why it matters: Restroom cleanliness is a top factor in customer satisfaction. Peak traffic exposes any weakness.

• Increase janitorial frequency during operating hours
• Stock 2-3x normal consumables (soap, paper, sanitizer)
• Deep clean and sanitize before peak season begins
• Repair any plumbing issues proactively
• Add mid-day restroom checks if traffic warrants

Lighting (Interior and Exterior)

Why it matters: Poor lighting affects safety, security, and customer perception.

• Replace all burnt-out bulbs 2 weeks before peak
• Test parking lot lighting and add temporary lighting if needed
• Increase interior lighting in high-traffic areas
• Keep spare bulbs on-site for quick replacement

Vendor Readiness Checklist

Your facility vendors need to be prepared for peak season too. Confirm these items with each provider:

• Availability confirmed – Do they have capacity for increased service frequency?
• Staff levels adequate – Will they have backup staff if someone calls out?
• Emergency response guaranteed – What's the response time for urgent issues?
• Supplies pre-staged – Do they have materials stocked to avoid delays?
• Communication protocol clear – Who calls whom, and when?

Common Peak Season Failures (and How to Prevent Them)

Let Us Handle Peak Season Prep

Axis FMG specializes in preparing multi-site facilities for peak demand periods. We coordinate all your facility services—from deep cleaning and preventative maintenance to increased service frequency and emergency response—so your locations are ready when it matters most.

One call. One team. All your locations ready for peak season.