The Atmosphere Checklist: The Simple Tool Your Venue Shouldn’t Be Without

When I look back on my time running hospitality businesses, one of the hardest things to get right consistently across the group was the atmosphere.

I’ll highlight what I mean by talking temperature.

A lot of our venues were in cold parts of the world, ski towns where the temperatures really dropped, or coastal cities that got bitterly cold and windy in the winter. We spent weeks during the design phase figuring out heating, air flow, and how to transition from cold winters to hot summers. No matter how much thought went in, it was still a constant battle to keep the temperature right for our guests.

I can still remember walking into one of our busiest venues during a Saturday night dinner service. The place was packed. The manager and maître d’ were buzzing around the floor, working hard and comfortable in T-shirts because of the pace they were moving at. But when I looked around the room, almost every guest was still zipped up in their jackets. They weren’t relaxed, they weren’t settled, and they definitely weren’t going to stay for an extra bottle of wine or dessert.

That moment stuck with me (and annoyed me!). It wasn’t the team’s fault. They were focused on service, not temperature. It wasn’t even the manager’s fault. The real problem was that not only had I never trained them to think about atmosphere, I had never even got clear in my own head around every touchpoint that needed to be considered and adjusted throughout the day to make sure the venue felt just right. I had to get clear myself first before I could create a process and train managers to deliver it.

Atmosphere is Built on Small Details

Like most operators, I used to think of hospitality as a game of big levers such as great food, quality service, all served in a time period that feels just right. Those are, of course, critical. But over time I realised that a truly great hospitality experience usually comes down to those three or four big things done really well, and 30 to 40 smaller details that all add up to whether it’s an average, a good or a great experience.

Lighting that feels warm but not dim. Music that matches the time of day and isn’t blasting any particular tables. A space that smells (and looks) clean and inviting. Bathrooms that are spotless no matter how busy you are. These aren’t the things you will see directly in a P&L, but they are the things that make guests feel comfortable enough to stay longer, spend more and most importantly, come back.

And here’s the truth. You will never get all of those details perfect all the time. But if you and your managers are aware of them, if you talk about them, and if you have a simple way of keeping them front of mind during their shift, you will consistently deliver your guests a better experience.

A System that Actually Works

The best system I found to help was to create an atmosphere checklist. Something simple, printed, and kept at the maître d’ stand or service station where the duty manager could easily grab it.

It wasn’t fancy. Just a one-pager that broke the experience down into the things that mattered most: lighting, music and sound levels, temperature and comfort, cleanliness and presentation, smell and sensory details, staff presentation and the guest flow and experience from the time they arrive to the time they leave.

Each hour (ideally), the manager would do a quick walkthrough and tick off those boxes. It forced them to see the venue through the eyes of our customers, not just through the eyes of a busy team rushing to keep up with orders.

In bigger venues, this got split down further so different team members had responsibility for different areas. Bar staff would check their own section, floor staff would keep on top of the dining room, and the outdoor team would manage heaters and umbrellas.

The goal was not to create more paperwork. It was to make the invisible visible. By writing down the small details that shape atmosphere, you make them a priority. And once they are a priority, they get managed.

Why it Matters

Hospitality isn’t about chasing absolute perfection, it’s about consistency. Guests don’t expect you to get every detail right all the time, but they notice when you care enough to try. A room that feels comfortable and inviting means people stay longer, order more, and leave with a good feeling about coming back.

It also changed the way I worked with my managers. Instead of walking into a venue and immediately feeling frustrated that something felt off, I had a framework we could both use. Talking through the checklist with the manager on duty, pointing out why something needed to be done differently and explaining how it would improve the feel of the venue felt like a natural conversation. The discussion shifted from criticism to coaching, and I always got a much more positive response from them.

For me, the atmosphere checklist became one of the simplest and most effective tools I introduced to my teams. It gave managers a structure, trained them to think about the guest experience differently, and made sure the little things weren’t left to chance.

In hospitality the big things definitely matter. But the little things matter as well. An atmosphere checklist is a pretty useful bridge between the two.

Your Atmosphere Checklist

Always walk the venue the way a customer would, starting from the outside and moving in. This keeps your eyes fresh and helps you notice the details that shape their first impression. Really try and put yourself in the customers shoes!

💡 Lighting

 ☐ When adjusting lighting use the guidelines on the automated levels, but always be prepared to make minor tweaks if needed to get it “just right”
☐ In the morning, let in as much natural light as possible. Pull curtains or blinds in the back dining room.
☐ In the afternoon, aim for balanced, warm light,  never harsh or too dim.
☐ In the evening, create a dining mood with dimmers, candles and our accent wall lighting, keeping menus readable.
☐ As daylight fades, adjust outdoor lighting so the space feels inviting on arrival.

🎶 Music and Sound

☐ The playlist should fit the time of day and the type of service.
☐ Volume set so guests can talk easily without raising their voices.
☐ Check the system for balance, no silent corners, no tables getting blasted.
☐ Outdoors, make sure the volume works for that space too.

🌡️ Temperature and Comfort

☐ Heating and cooling should always be set for guest comfort, not staff comfort. Remember, you are moving, they are seated. Slightly too warm in Winter slightly too cool in summer is a good rule of thumb.
☐ Adjust outdoor heaters and umbrellas to suit the weather.
☐ Doors and windows managed to avoid cold drafts in winter or stuffiness in summer.
☐Fireplace, keep it checked so it adds ambience, not smoke.

🧼 Cleanliness and Presentation

☐  Bathrooms checked hourly, kept spotless, fully stocked, and fresh.
☐ Menus in use by customers should always be clean and up to standard.
☐ Spot check glassware and cutlery for polish and quality.
☐ Floors free of spills, stickiness, or clutter.
☐ Outdoor areas tidy,no leaves, rubbish, or cigarette butts.

👃 Smell and Sensory

☐ Walk in and notice the scent, no bins, staleness, or smoke.
☐ Aim for a pleasant, consistent smell of coffee, food, a candle, or simply neutral.
☐ Kitchen extraction set correctly during service, so not overwhelming the dining room with food smells or smoke.

💁 Staff Presentation and Energy

☐ Uniforms clean, consistent, and aligned with team guidelines and photos.
☐ Staff should look relaxed, professional, and ready to serve.

🚪 Guest Flow

☐ Outdoor signage positioned correctly to draw guests in.
☐ Entry area set as per photos, host stand tidy, menus visible.
☐ Tables set up in the standard layout unless adjusted for a group, and always reset back between services.
☐ Payment area kept neat and complete, mints and toothpicks always restocked.