For the ultra-organized, spring cleaning may sound like the most fun activity on Earth! For those of us who prefer to shove things into the prop closet and forget about them (ahem, me…) this time of year can bring about a bit of anxiety when thinking about the prep work to come. No matter which side of the coin you’re on, however, the truth remains: Spring is the perfect time to refresh your theatre space, work on your organizational habits, and create helpful systems for the seasons ahead.
Not only will this activity de-stress you, it will also streamline your operations, help keep productions running smoothly, mitigate any safety hazards, and assist you in maximizing the impact of your resources. With so many pros, the path ahead is clear: It’s time for some spring cleaning at your theatre! If you aren’t sure where to start, On The Stage offers a few tips for ultimate theatre organization.
The first step in your organizational journey should be to declutter your theatre and its many nooks and crannies. Why? It gives you less to organize and maintain down the line and helps to thin out the work you’ll have to do later. Try the following during the decluttering portion of your process:
No matter how large your theatre is, your first move should be to sort through all your materials, including costumes, props, set pieces, and other important odds and ends that you’ve used in the past.
Sort items into several piles. Your ‘keep’ pile will, of course, likely be your biggest pile. Next is ‘donate,’ which will help in your theatre’s sustainability practices and allow others to utilize your materials. Your last pile should be ‘repurposed.’ Are there items – costumes, props, pieces of furniture, tools – that you showcased in your last production that may be able to be used again in a different way? Before you throw something out or donate it, think long and hard about how it could be recycled within your own theatre ecosystem.
After you’ve created your piles, you may notice that some items just don’t fit in anywhere. That’s OK – these items will either need to go into the garbage can or into the recycling bin. If something is damaged, it could be a health or safety risk to your crew, so don’t be afraid to toss it. Perhaps something is also just no longer useful – either to your theatre’s team or any team. It’s also alright to throw that stuff away, too! Remember – the key here is to streamline your space, not add more stress.
Ready to go total Type-A Organizer? It’s time to create an itemized inventory of all your goodies! Even better, include where each item is located in your inventory listing – this will lead to maximum organization and efficiency, saving you ample time during stressful rehearsals and tech weeks. Along those lines, you’ll also save money in the long run. How? Before you click ‘buy’ on a new prop, costume, or set piece, you’ll reference your inventory and see you already have something similar within your theatre. Money saved!
Now that you know exactly what items you want to keep within your theatre’s walls, it’s time to organize everything in its proper space. While this may seem intimidating, remember – you already decluttered and got rid of a ton of your extra materials! That said, this will be a breeze. During the organizational stage, remember to:
The goal with storage? Make everything exceptionally easy and fast to find. This means utilizing smart storage solutions that benefit not just you, but your entire team. A few suggestions include:
If you want to talk about saving time, labels are one of the fastest and easiest ways to do so. Make sure every box, rack, shelf, and closet has a label or multiple labels on it, letting you and your team know exactly what you’ll find within.
Picture this: You’re feeling inspired, and lightning strikes! You organize your entire theatre in a single day with no breaks, and everything’s looking fab. However, you come in after spring break and can’t remember where anything is. Nightmare scenario!
That’s why creating a system to track your items – whether they’re costumes, set pieces, lighting and sound technology, or props – is key to a truly successful spring cleaning. You can use online software to stay organized, use color-coated tabs, or go old school with a printed inventory. No matter what type of system you use, just make sure you know how to work it.
If you’re like the majority of folks, it may feel really nice to get things organized … and really difficult to keep them that way. But maintaining your organizational systems is perhaps the most important part of the whole process; you don’t want your hard work to go to waste, after all. During the maintenance portion of your spring cleaning journey, remember to:
Think of your theatre like your home. You have to do certain chores daily, weekly, or monthly – whether it’s washing the dishes, doing the laundry, vacuuming, or deep cleaning the floors. The same can be said of your theatre!
Create a cleaning and organizing schedule that best works for your needs. Perhaps a major clean-up needs to happen monthly or bi-monthly, but inventory check-ins and tidies happen weekly. You can always adjust your routine if you notice you’re checking in too often, or not often enough. Just remember to hold yourself accountable and stick to your schedule.
Speaking of holding yourself accountable, make sure your team is involved in your organizational efforts – whether you’re a school program, community theatre, or professional non-equity entity. Organization and cleanliness within your theatre should not solely be your responsibility – it should be a learned habit for everyone on your team. A few ways to involve your team in spring cleaning efforts include:
Every theatre is like a snowflake – meaning items that you may use daily during rehearsals could be different from the next theatre over. All that to say: checking your inventory regularly is key. With frequent check-ins, you can ensure you have enough of those frequently-used items, or that those beloved materials are well-maintained and able to last through another rehearsal or show.
For example, if you notice the quality of a mic pack is waning or a costume is ripping beyond repair during a routine check-in, you’ll be able to order new materials immediately and avoid last-minute surprises that could hinder the quality of performance. Diligence is key!
It’s no secret that spring cleaning, while a momentary hassle, can save your theatre time and stress down the line. During your spring cleaning – and while you’re refreshing your space – you can also explore other ways to streamline your theatre operations with On The Stage.
On The Stage empowers your organization with the best way to sell tickets and manage box office, marketing, and fundraising activities in one robust ticketing platform – all for free. In fact, our all-in-one theatre ticketing platform empowers directors, producers, box office managers, and patrons across educational theatre, community theatre, dance and professional arts programs of all sizes, performing arts centers, immersive experiences, and everything in between.
If you’re ready to streamline your theatre’s operations outside spring cleaning, book a personalized demo today.