For managers at private clubs, training often falls into one of two categories: well-intentioned but inconsistent, or reactive and last-minute. A new menu rolls out and we squeeze in education. A service issue pops up and we “cover it in pre-shift.” A policy changes and we hope everyone reads the email.

A year-round training calendar changes that dynamic entirely. When done well, it becomes a living roadmap that supports consistency, accountability, and engagement—without overwhelming managers or staff. More importantly, it creates a culture where learning is expected, valued, and actually used on the floor.

Here’s how to build a training calendar your team won’t just tolerate—but will rely on.

Start With the Why: Training as an Operational Tool

Before building a calendar, it’s important to reframe training as part of daily operations, not a separate task. In private clubs, where member expectations are high and teams are often seasonal or multi-generational, training is the glue that holds service standards together.

A strong training calendar:

• Reinforces consistency across shifts and seasons

• Supports new hires and seasoned employees alike

• Reduces confusion during menu changes and new initiatives

• Helps managers plan instead of scramble

When training is predictable and well-paced, teams are more receptive—and managers regain time and confidence.

Daily Pre-Shift Meetings: The Backbone of Your Calendar

Daily pre-shift meetings are one of the most underutilized training tools in club operations. When rushed or unplanned, they feel like an afterthought. When strategic, they become powerful moments of connection and reinforcement.

Pre-shifts should never be something you “figure out five minutes before lineup.” Instead, they should be intentionally planned at least a week in advance and aligned with your broader training calendar.

Effective pre-shift topics include:

• Menu knowledge and tasting notes

• Service standards and hospitality reminders

• New initiatives or upcoming events

• Policy and procedure updates

• Member communication tips

• Quick refreshers on past training

Short, focused, and consistent is the goal. A ten minute pre-shift that is clear and purposeful will always outperform a twenty minute ramble.

By mapping pre-shift topics in advance, managers can delegate preparation, avoid repetition, and ensure key messages are reinforced over time rather than delivered once and forgotten.

Plan Training in Seasons, Not Silos

A year-round calendar works best when it mirrors the rhythm of your club. Think in seasons rather than isolated topics.

For example:

• Spring: Service fundamentals, menu rollouts, onboarding refreshers

• Summer: Speed of service, communication, peak-volume execution

• Fall: Sales skills, upselling, member engagement

• Winter: Leadership development, cross-training, culture building

This approach helps managers anticipate needs before challenges arise and allows training to feel relevant instead of reactive.

 Quarterly In-Person Department Meetings Matter

While daily pre-shifts keep momentum going, quarterly in-person meetings are essential for deeper learning, alignment, and team connection.

These meetings should bring the entire department together and focus on education, collaboration, and big-picture goals. Because they are typically held on a day the club is closed and staff are not scheduled, they must be planned and communicated well in advance.

Best practices for quarterly meetings include:

• Schedule and communicate dates at least 30 days ahead

• Communicate expectations clearly and early (i.e.: Is the meeting mandatory?)

• Build an agenda that balances education and interaction

When teams understand the purpose and value of these meetings, attendance and engagement increase dramatically.

Make Quarterly Meetings Engaging and Interactive

No one wants to sit through hours of slides and lectures. Quarterly meetings should feel different from day-to-day training—energizing, interactive, and thoughtfully designed.

Consider incorporating:

• Group discussions or breakout activities

• Role-playing or service scenarios

• Team problem-solving exercises

• Polls or live feedback

Utilizing industry experts, such as wine, spirits, or food sales reps, can also add variety and credibility. These partners often provide valuable education at no cost and appreciate the opportunity to connect with your team in a meaningful way.

Visuals matter too. A presentation with engaging graphics, images, and minimal text helps keep attention high and reinforces key takeaways.

Let the Team Help Shape the Topics

One of the most effective—and often overlooked—ways to increase buy-in is to involve the team in choosing training topics.

Ask questions like:

• What do you want to learn more about?

• What makes your job easier or harder?

• Where do you feel least confident?

This feedback can guide both pre-shift topics and quarterly meeting content. When employees see their interests reflected in training, participation increases and learning sticks.

Don't Overlook the Details: Food and Logistics

Thoughtful planning extends beyond content. Providing food during quarterly meetings sends a clear message that you value your team’s time and presence.

If meetings are held in the morning, consider coffee, fruit, and pastries. For longer sessions, plan a delivered lunch from a local restaurant if the club’s culinary team is unavailable. These small gestures go a long way in creating a positive experience.

If attendance is challenging due to schedules or personal obligations, consider hosting two sessions on the same day to provide flexibility while maintaining consistency.

Use It Once, Build It All Year

A year-round training calendar doesn’t have to be complicated—but it does need to be intentional. By anchoring your plan around well-prepared pre-shifts and meaningful quarterly meetings, you create a structure that supports learning without overwhelming managers or staff.

When training is planned, visible, and engaging, it stops feeling like an obligation and starts becoming a resource your team actually uses. And in a private club environment, that consistency is what elevates both service and culture—season after season.

###

About the Author: Chris Sarten