Season Prep: Pre-Season Checklist
From Tools & Efficiency: In our Definitive Guide to Tools & Workflow, we introduced workflow planning. This article covers pre-season preparation.
The first week of installation season reveals everything you failed to prepare for. Dead light strings you did not test. Clips you forgot to reorder. A ladder with a broken rung lock. A CRM full of returning client records that were never updated. Every one of these failures costs you a job, a day, or a client. Pre-season preparation is not optional housekeeping — it is the operational foundation that determines whether your first two weeks are profitable or chaotic.
Start six weeks before your first scheduled installation. Here is the full protocol.
Weeks 6-5: Inventory Audit and Product Testing
Test Every String
Pull every client bin from storage and test every light string. Plug each one in, verify it lights fully, and inspect for damaged sockets, frayed wire insulation, and corroded connections.
The testing setup: Run a power strip off a GFCI-protected outlet in your warehouse. Plug in strings one at a time. Let each string run for 60 seconds to catch intermittent failures that do not show on a quick flash test. Mark failed strings with red tape and set them aside for repair or replacement.
The numbers you will see: Expect 5-10% attrition annually on quality LED strings stored properly (hanked, in ventilated bins, climate-controlled space). Expect 15-25% attrition on strings that were balled, stored wet, or left in extreme temperatures. This is your cost-of-goods number for the season — order replacements now, not in November when suppliers are backordered.
Inspect All Hardware
- Clips: Check for cracked or stripped clips. Discard any that do not grip firmly. Sort by type and count total inventory against your projected installation schedule.
- Extension cords: Plug each cord into your outlet tester. Check for proper wiring, ground continuity, and physical damage (cracked insulation, bent prongs, melted spots). A damaged extension cord at a client's home is a liability.
- Timers: Verify each timer powers on, programs correctly, and holds its schedule. Replace batteries in battery-backup timers. Discard timers with corroded battery compartments — they will fail mid-season.
- Connectors and adapters: Test every Y-splitter, inline connector, and vampire tap. A corroded connector that works intermittently becomes a December callback.
Order Replacement Product
Based on your testing results, order now:
- Replacement light strings (match existing inventory by type, color, and length)
- Replacement clips (order 15-20% above your projected need — clips break during installation)
- Replacement fuses (3A and 5A — buy in bulk, at least 100 of each)
- New consumables: zip ties, electrical tape, cable staples
- Any new product for confirmed new installations that require colors or styles not in current inventory
Ordering six weeks out gives you lead time if a supplier is slow. Ordering in late October means you are competing with every other installer in the country for the same stock.
Weeks 4-3: Equipment and Crew Preparation
Ladder Inspection
Go through every ladder in your fleet:
- Check feet for worn rubber boots. Replace any that are smooth — this is a $5 part that prevents a career-ending fall.
- Test rung locks on extension ladders. They must engage fully and hold under load.
- Inspect rails for cracks, bends, or UV degradation (fiberglass turns chalky when UV-damaged).
- Verify rope-and-pulley systems operate smoothly. Replace frayed ropes.
- Check labels for legibility — if you cannot read the duty rating, replace the ladder.
Vehicle Service
Your truck is about to run hard for 8-12 weeks straight. Handle maintenance before the season starts:
- Oil change and fluid check
- Tire inspection (tread depth and pressure, including spare)
- Brake inspection (you are carrying heavy loads daily and stopping in residential neighborhoods)
- Exterior rack hardware tightened (ladder racks, cargo racks)
- Interior shelving and bins secured (a 30-lb bin that comes loose during a hard stop is a hazard)
- Backup camera and lights verified functional
Crew Hiring and Training
If you are adding seasonal crew:
- Hire by the end of September. Training takes a minimum of two full days.
- Training covers: ladder safety (three-point contact, setup angles, stabilizer use), clip installation technique, wiring and connection standards, client interaction protocol, and vehicle loading/unloading procedures.
- Pair new hires with experienced crew for their first five jobs. They are ground support only — no ladder work — until the lead signs off on their competency.
Returning crew get a half-day refresher covering any new products, clip systems, or process changes from the off-season.
Insurance Verification
Confirm the following are current and adequate:
- General liability (minimum $1M per occurrence for most residential markets; $2M for commercial)
- Workers' compensation (required in most states if you have any employees, including seasonal)
- Commercial auto insurance (covers your vehicles while in commercial use — personal auto policies typically exclude this)
- Certificate of insurance ready to email to commercial clients and property managers who require proof before allowing work on their property
CRM and Client Outreach
- Update your CRM with all returning client records. Verify addresses, contact information, and any notes from last season.
- Send re-booking emails to all returning clients. A simple message: "We are scheduling for the [year] season. Would you like the same display as last year? Reply to confirm your spot." Send this 6-8 weeks before the season.
- Follow up by phone with any client who does not respond within two weeks. Personal calls close at 3-4x the rate of email alone for re-bookings.
- For clients who specifically requested changes last season (noted in CRM), reference those changes in your outreach. "You mentioned adding pathway lights this year — would you like us to include that in your quote?"
Weeks 2-1: Operational Staging
Vehicle Loading
Load each vehicle with its standard inventory based on the first week's route plan:
- Client bins for the first 2-3 days of scheduled jobs (stacked in route order)
- Full consumables stock (zip ties, clips, tape, fuses, cable staples)
- Complete tool kit verified against the standardized checklist
- Freshly charged drill batteries (minimum two per drill)
- Charged headlamps
Safety Briefing
Conduct a full-crew safety meeting covering:
- Ladder setup (4:1 ratio, level ground or levelers, three-point contact)
- Electrical safety (GFCI verification, load limits, wet-condition protocols)
- Cold weather awareness (hypothermia signs, layering, hydration)
- Fall protection requirements (harness use on steep pitches, anchor points)
- Emergency procedures (first aid kit location, emergency contacts, nearest hospital)
Document attendance. This is both a safety practice and a liability protection if an incident occurs.
Route Planning
Map the first two weeks of installations:
- Cluster jobs by neighborhood for route density (see Route Density: The Hidden Profit Driver)
- Assign crews to routes based on vehicle capacity and crew experience (new crews get the simpler single-story jobs first)
- Build in buffer time — the first week of the season always runs slower than mid-season as crews knock off rust
- Identify backup jobs (smaller scope, flexible scheduling) that can fill gaps if a primary job cancels or finishes early
Deposit Collection
Confirm deposits are collected for all scheduled jobs. A confirmed appointment without a deposit is a soft commitment. In the holiday lighting industry, no-shows and cancellations spike in the first two weeks because clients over-committed during the excitement of the sales process. A deposit (typically 25-50% of the job total) converts a soft commitment to a hard one.
The One-Page Season Checklist
Print this and check off each item:
6 Weeks Out:
- All client bins pulled and every string tested
- Failed strings marked and replacement product ordered
- Clip, fuse, and consumable inventory counted and orders placed
- Hardware (timers, cords, connectors) tested
4 Weeks Out:
- Ladders inspected (feet, locks, rails, ropes)
- Vehicles serviced (oil, tires, brakes, racks)
- Crew hired and training scheduled
- Insurance verified and certificates prepared
- CRM updated and re-booking emails sent
2 Weeks Out:
- Vehicles loaded with first-week inventory
- Safety briefing conducted and documented
- First two weeks of routes planned and assigned
- All deposits collected for scheduled jobs
- Drill batteries and headlamps charged
Day Before Season Start:
- Tomorrow's route confirmed with all crews
- Client bins staged in route order in each vehicle
- Weather forecast checked (rain/wind contingency plan ready)
- Client confirmation texts sent for tomorrow's appointments
Key Takeaways
- Start six weeks before the first scheduled installation — suppliers backorder in late October and untested inventory creates mid-season emergencies
- Test every light string for 60 seconds under power; expect 5-10% annual attrition on properly stored product
- Handle vehicle service, ladder inspection, and insurance verification before the season starts, not during
- Send re-booking emails to returning clients 6-8 weeks early and follow up by phone within two weeks
- Collect deposits on all scheduled jobs to convert soft commitments into firm appointments
What's Next
You've completed the Tools & Efficiency series! Explore related topics: