HOA / COA / PROPERTY MANAGEMENT CLUBHOUSE EQUIPMENT CHECKLIST (2026)

Use this checklist to plan upgrades without missing the “boring” details that make the system actually work.

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1) ROOMS / AREAS
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[ ] Lobby / entry
[ ] Meeting room
[ ] Multi-purpose common area
[ ] Pool / patio / outdoor common area
[ ] Fitness / class area (if applicable)
[ ] Kitchen / serving area (if events are hosted)

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2) DISPLAYS (INDOOR)
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[ ] Indoor TV (size: ____ inches)
[ ] Mount + safety hardware
[ ] Cable management plan (no exposed cords)
[ ] Simple input method (HDMI / casting) defined
[ ] Remote policy (where stored, who has access)

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3) DISPLAYS (OUTDOOR)
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[ ] Outdoor TV (weather-resistant)
[ ] Sun/glare plan (high brightness, placement)
[ ] Weatherproof mount and power protection
[ ] Safety + tamper considerations

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4) MEETING TECH
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[ ] Meeting display OR projector + screen
[ ] Presenting method (laptop HDMI / wireless casting) defined
[ ] Whiteboard / flip chart (optional)

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5) AUDIO (DON’T SKIP THIS)
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[ ] Room echo check (hard surfaces, high ceilings)
[ ] Microphones selected (table mic / wireless handheld / lapel)
[ ] Speaker placement planned
[ ] Volume control policy (who controls it)

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6) HYBRID MEETINGS
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[ ] Conference camera
[ ] Speakerphone or audio interface
[ ] Test call completed from the back of the room

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7) STREAMING (OPTIONAL)
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[ ] Streaming camera (or dedicated webcam)
[ ] Tripod / mount
[ ] Audio capture method
[ ] Recording storage plan

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8) NETWORK / POWER BASELINE
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[ ] Wi‑Fi baseline verified (coverage + capacity)
[ ] Network drop locations confirmed
[ ] Surge protection
[ ] Enough outlets in the right places

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9) DOCUMENTATION + HANDOFF (BOARD TRANSITIONS)
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[ ] “How to run the room” one-page instructions
[ ] Account ownership list (email, streaming, signage, etc.)
[ ] Password manager / credential storage policy
[ ] Vendor list + warranties

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10) FINAL CHECK
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[ ] One person can set up the room in under 2 minutes
[ ] A new board member can run a meeting with the instructions
[ ] No single person is a single point of failure