Setting up a Costume / Prop Rental Shop. Margaret Messick Costume & Theatre Inventory Resources

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1 Setting up a Costume / Prop Rental Shop Margaret Messick Costume & Theatre Inventory Resources

2 Starting your plan Inventory System Business Plan Plans for the Collection Goal of Rental Program A workbook to help you with your project is available to download from

3 Inventory System Inventory Software Computer Hardware Photos Inventory tags and labels Storage room / warehouse

4 Inventory Software You must have a software package that will allow you to inventory the costumes / props and do the rentals. Features to look for: Ease of use Able to store many details about a costume piece / prop Have one or two photos of each item Be able to do searches for costumes and props Be able to use a barcode scanner to enter the tag id s Be able to create a rental record quickly and efficiently

5 Computer Hardware Your computer must be able to handle the software (memory, hard disk space, etc) You need to have a backup system in place A good printer to print out receipts How many people will use the database? Do you have a network? Do you need remote access?

6 Photos Who is going to take them? What camera, lights, backdrop are you going to use? Who is going to review and select the photos?

7 Compare these photos

8 Inventory tags and labels Each item that goes out the door needs to have an identifying tag or label attached. The tag needs to have: Name of the theatre / school Unique ID number A barcode representing the number is very useful especially if you have a large inventory How many do you need??

9 Tag Types Tags can be ironed on or sewn in. Labels for props / accessories can be attached directly to the item or a string tag can be tied to the item.

10 Storage room / warehouse Where are your costumes & props stored now Do you have plans to move or renovate? How many square feet do you have total? Is it enough now? If you add to the collection do you have enough room? What can you do to make it easier and faster to find items and put them away?? Does your space meet fire codes? Last inspection: Is your collection insured against fire and water damage?

11 Business Plan Staff Rental Policies Accounting Shop Hours / Days Advertising

12 Staff Who is the Rentals Manager? Who are the staff what is there experience? What are the duties of the staff? Pull costumes? Re hang costumes? Take costumes to dry cleaning? Do the Laundry? Repairs / Alterations? Do rentals / handle cash?

13 Rental Policies Who can check things out? Individuals? Other organizations? Is there anyone you won t rent to? Do you check things out on Spec or Approval?

14 Rental Fees How are the fees set? Rentals by the week? Production? Are the fees different for individuals or organizations? Late Fees? Damage Fees? Replacement costs? Discounts???

15 Rental Policy Statement Your rental is a contract. You need to have a formal rental policy statement posted in the shop and on the website. It is a good idea to have it print at the bottom of a receipt as well. The statement should cover: Cleaning should garments be cleaned before return or do you charge a cleaning fee? When is a rental considered Late? Will you charge Late Fees? What will be the consequences of altering or damaging a costume? What will you do if there is a dispute about the condition of a garment that is returned?

16 Shipping Will you ship costumes/props to customers? What will you use for containers? If you expect the cartons/wardrobe boxes back are they sturdy enough? Are they well marked? What is your preferred shipping method?

17 Accounting Is your inventory / rental software programs compatible with your organization s account system? Many inventory / rental software programs do not have an accounting module or it may not meet the standards your organization has. How do you collect fees? Cash, Check, Credit Cards, Debit, Purchase Orders? Do you have a way to run credit cards in the costume shop? Where does the money go? Do you have a cash box? Where will it be secured? Do you need to charge sales tax? What does the Accounting Office need? Receipts? Daily Summary???

18 Shop Hours / Days Are you open all year? Just during the school year or theatre season? Who is going to be there to handle the rentals? Who is going to be there to handle the returns?

19 Advertising Who do you want to reach with your advertising? What is your monthly / yearly budget for advertising? Your website What can you list? How many things can you list? Who updates the site? Theatre programs buying ads in programs Send / Flyers to schools, other theatres Theater Inventory Connect!

20 What is the Plan for your Collection? Completeness of stock Do you have a few things for a Production? Would you be able to rent more if you have garments that could fit more roles? What do you need to get in the next year? Are there other costume shops who you could buy from? Are there local seamstresses who can produce what you need? How much $$ do you need to update collection?

21 Goal of Rental Program What is the goal? To increase revenue for just the costume shop? Pay staff Buy materials and equipment Send the shop manager on vacation?? Provide a public service to community groups? To provide revenue for the entire theatre Help cover losses in the theatre budget Pay staff (for others outside the costume/prop shop) Are your goals the same as the theatre management?

22 Demonstration of the Theater Inventory Database 1) Put tag in a costume 2) Create Costume Record scan tag 3) Add photo 4) Create Organization Record 5) Create Rental Record print receipt 6) Check items back in 7) Print summary reports

23 Questions??? Contact Margaret at Costume & Theatre Inventory Resources

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