Start with a Clear-Out and a Plan

Before you buy a single box or label, set aside a day to empty the costume store onto rails and tables. You will almost certainly find broken zips, missing buttons, and items that have not been used for a decade. Be ruthless but kind: anything beyond repair can be cannibalised for fabric, buttons, or trim. Then group what remains into broad categories: hanging costumes, boxed accessories, shoes, hats, and repair items. This first sort gives you a realistic picture of what you have and how much space you need.

Next, sketch a simple layout on paper. Aim for zones: a rail for men’s costumes, a rail for women’s, a shelf for boxed items, and a corner for shoes and hats. Keep heavy items low and frequently used pieces at eye level. If your store is a corridor or a cupboard, think vertically—use stackable boxes and wall hooks. The goal is not perfection but a logical flow that any volunteer can follow.

Label Every Rail and Hanger

A label is only useful if it is specific. Instead of writing “dresses”, write “Women’s dresses, 1950s–1970s, sizes 10–14”. Use a labelling gun or write on sturdy card with a permanent marker. Attach labels to the rail itself with string or cable ties, not sticky tape that perishes. For hangers, you can buy coloured plastic hangers and assign a colour to each era or category—for example, red for Victorian, blue for 1920s, green for modern. That way, even from a distance, you can see where things belong.

Consider adding a small tag to each costume with its size and any special notes, such as “dry clean only” or “missing belt”. This saves hours of guesswork later. If you use a rail divider, label both sides so it is clear which section ends and the next begins. And remember to label the rail ends, not just the middle—people often look at the first thing they see.

Choose Clear Boxes and Label Them Well

Clear plastic boxes with secure lids are worth the investment. They keep out damp, dust, and pests, and you can see what is inside without opening them. Avoid cardboard boxes, which absorb moisture and attract silverfish. Choose a uniform size so they stack neatly. For each box, write the contents on a piece of paper and tape it to the inside of the lid, then write the same information on the outside with a marker. Use a consistent format: category, era, size, and any production name.

• Small boxes: gloves, scarves, ties, and jewellery.
• Medium boxes: hats, small handbags, and folded knitwear.
• Large boxes: shoes (in pairs, stuffed with tissue), boots, and bulky props.

Do not overfill boxes. If you have to force the lid, you will damage the contents and the box. Leave a little breathing room. For delicate items, wrap them in acid-free tissue paper or clean cotton sheets. And always label the box on at least two sides—the lid and the long side—so you can identify it whether it is stacked or on a shelf.

Keep a Simple Digital Record

Even a basic spreadsheet transforms a costume store. Create columns for an item number, description, size, era, location (rail or box number), condition, and a photo. You do not need expensive software; a free online spreadsheet that volunteers can access is ideal. Use a consistent naming system, such as “W-DR-001” for women’s dress number one. Take a quick photo with your phone and attach it to the row. This visual record is invaluable when someone asks, “Do we have a fake fur stole?”

Update the record whenever an item leaves the store for a production, and when it returns. Note any damage or missing pieces. If you have a laptop or tablet in the store, keep the spreadsheet open for quick edits. Back it up regularly—email it to a committee member or save it to a shared drive. A digital record also helps you spot gaps: if you have twenty Victorian dresses but no matching bonnets, you know what to look for at the next jumble sale.

Make It Easy to Find and Return

A good system fails if returns are chaotic. Keep a sign-out sheet on a clipboard near the door, or use a simple online form. When a production borrows items, record what went, who took it, and when it is due back. Provide a labelled “return” box for items that come back after a show. Then, at the end of each production, hold a half-hour sorting session to put everything back in its proper place. This is also the moment to set aside anything that needs mending.

Consider a “mending” box with a notepad for details. Anything that needs repair goes in the box, and the note explains what is wrong. Once a month, a volunteer can tackle the pile. For seasonal items, such as pantomime costumes, store them at the back during the summer and bring them forward in autumn. If you have the space, a rolling rail or a trolley makes it easy to move frequently used items to the front.

Get Everyone on Board and Review Regularly

No system survives without a little training. When new volunteers join, show them the rails, the boxes, the spreadsheet, and the sign-out sheet. Explain why labels matter and how to read them. Put a one-page guide on the wall—laminated, of course. Encourage everyone to put things back where they found them, and to speak up if a label is missing or a box is full. A gentle reminder at the start of each production works wonders.

Once a year, do a full audit. Check that every item on the spreadsheet is still there, that labels are legible, and that boxes are not overflowing. This is also a good time to review your categories: maybe you now have enough 1980s costumes to give them their own rail. Celebrate the volunteers who keep the store tidy—a thank-you note or a box of biscuits goes a long way. A well-organised costume store is not just about neatness; it saves time, money, and stress, so every production can focus on the magic on stage.