Don’t Wait for the Curtain to Fall: Why Cultural Venues Need a Proactive Capital Strategy

By Wendy Riggs, Director, Cultural & Entertainment

Cultural and theatrical venues are, by nature, always in motion. From symphonies to Broadway tours to immersive exhibits, the business of arts and entertainment depends on one thing: staying open. The problem? Too often, our buildings aren’t ready for the long run.

As someone who has worked both on the operational side of major performance venues and now as a project manager overseeing complex capital projects, renovations, and expansions, I’ve seen the consequences of a reactive approach to building maintenance and infrastructure firsthand.

Historic theaters and other cultural buildings often put off critical upgrades—not out of negligence, but because they’re so focused on programming and day-to-day operations. And while the audience sees the glittering lobby and plush seats, behind the scenes, systems are aging, equipment is outdated, and deferred maintenance is mounting.

The hidden risks behind the curtain

In many of the venues we work with, millions have been spent on beautiful renovations that focus on the patron experience—new restrooms, restored plasterwork, and upgraded concessions—but critical systems have been overlooked in the past. No donor wants to pay for boilers or elevators, but these projects are essential to keep these buildings operational.

Take a common scenario: the venue replaces rigging hardware 15 years ago during a major renovation. At the time, it met code and was industry-standard. But today? That system may be outdated or even unsafe. Or perhaps the boiler that heats the building was expected to last 25 years, but poor maintenance and overuse mean it’s on its last legs after 15. These aren’t cosmetic problems—they can shut down a building entirely.

The cost of waiting

Because these “cash cow” venues are programmed so tightly, often running shows year-round and maximizing every available night, they rarely have adequate “dark time” to pause, assess, and upgrade. And when they do go dark, staff often need a break. Maintenance windows are slim. That makes it all too easy to push a capital project to next year…and then the next…until something fails.

This is especially dangerous because the ability to generate revenue depends on the show going on. When a building system failure causes cancellations or closures, it directly affects the bottom line. That’s not a risk any cultural institution can afford to take.

Entering a more professional, proactive era

Thankfully, many theaters and cultural institutions are adopting a more strategic and professional approach to capital planning. Theater management has evolved, and many leaders today are trained in both arts administration and venue operations. But even the most capable in-house teams are stretched thin, and capital planning and sometimes implementation aren’t in their job description.

That’s where a dedicated outside resource can make a real difference. With a partner like VVA leading the charge, we can help prioritize needs, align project timing with off-peak periods, and manage complex stakeholder groups without diverting your internal team from the day-to-day business of running the venue.

In addition to a facility assessment, one of the best tools we recommend for our cultural clients is a “reserve study” specifically tailored to theatrical equipment. This isn’t just a standard condition assessment—it goes deeper, evaluating lighting and audio systems and their equipment, rigging and fall arrest, lifts and other building-specific components that are production-critical. This allows us to identify what needs attention now, what should be replaced in the next 5–10 years, and what the long-term capital picture looks like.

A reserve study and facility assessment provides a comprehensive capital plan that helps avoid unpleasant surprises and ensures your space evolves in step with industry and audience expectations.

The takeaway

Every cultural venue should have a proactive capital strategy—not just a list of wish-list projects, but a clear, prioritized plan for systems, infrastructure, and mission-critical equipment. When you’re ready, we’re here to help you navigate it!