Art academy open day checklist: what to arrange and when

An art academy open day combines guided tours, workshops, exhibitions and presentations, so small timing gaps quickly affect the visitor experience. Use this checklist to set the date, assign rooms and people, manage registrations, prepare artwork and labels, and test every presentation before doors open. It also covers practical details that are often left too late, such as dietary requirements, route signs, name badges, catering quantities and transporting work safely.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm open day date
Set the schedule and times
2 people
Reserve activity spaces
Reserve guides for tours
Confirm workshop leaders
Design invitations
Send invitations
2 people
Publish open day online
Open the registration form
Process registrations
Collect dietary requirements
Confirm workshop registrations
Email visitor information
Create floor plans and signage
Collect the exhibitor list
Inventory artworks and labels
2 people
Plan presentations and demonstrations
2 people
Order catering
Purchase workshop materials
2 people
Prepare name badges
2 people
Assemble information folders
3 people
Print route signs
Test equipment and presentations
2 people
Pack and transport artworks
3 people
Pick up groceries
2 people
Chill drinks
2 people
Set up the tent and entrance
4 people
Set up tables and chairs
4 people
Set up exhibition spaces
5 people
Hang artworks
4 people
Set up work tables for workshops
3 people
Distribute workshop materials
3 people
Set up the information desk
2 people
Set up the catering buffet
3 people
Lay out name badges and program booklets
2 people
Hang decorations
2 people
Set up signage
2 people
Brief participants and staff
2 people

Event

Staff the registration desk
2 people
Welcome visitors
2 people
Give tours
3 people
Provide training information
2 people
Lead the workshops
4 people
Provide artist demonstrations
3 people
Discuss portfolios
3 people
Lead presentations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Clean workshop tables between sessions
2 people
Check exhibition spaces
2 people
See off the last visitors
2 people

Aftercare

Safely collect artworks
4 people
Return artwork
3 people
Sort workshop materials
2 people
Switch off and store equipment
2 people
Dismantle furniture
4 people
Take down and store tent
4 people
Remove decorations
2 people
Wash dishes
3 people
Collect and remove waste
3 people
Clean the venue
4 people
Clean coolers and equipment
2 people
Return rental items
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Information deskqty 2
Tablesqty 14
Chairsqty 80
Bar stoolsqty 8
Work tablesqty 10
Waste binsqty 8
Clothes racksqty 3
Party tentqty 2
Presentation boardsqty 18
Display pedestalsqty 12

Equipment

Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 10
USB sticksqty 4
Paper shredder

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Scissorsqty 12
Cutting boardsqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Teaspoonsqty 80
Pitchersqty 8
Serving traysqty 8

Decorations

Buntingqty 8
Postersqty 20
Tableclothsqty 14
Name badgesqty 120
Photo framesqty 20
Clothespinsqty 100

Lighting

LED string lightsqty 6
Standing lampsqty 6
Battery lanternsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Microfiber clothsqty 30
Glovesqty 12

Catering

Groceries

Tips

Set the programme and reserve activity rooms before inviting visitors. Allow separate spaces for tours, workshops, demonstrations and presentations so sessions do not compete for sound or floor space.
Open registration as soon as the invitations and online event listing are ready. Review registrations regularly, collect dietary requirements, and confirm workshop places before sending visitor information.
Create the floor plan and signage while exhibitions are being installed. Mark the information desk, workshop tables, presentation areas, toilets and accessible routes; print route signs early enough to correct missing directions.
Inventory every artwork, label and exhibition stand before transport. Pack and move the work only after the display list is checked, then keep labels and presentation materials together with the correct pieces.
Test laptops, projectors, screens, speakers, microphones, USB sticks, extension cords and power strips in the actual rooms. Run through each presentation and demonstration at least once before the open day, not just at the start of the event.

Frequently asked questions

How far in advance should I plan an art academy open day?: Start at least 8 weeks before the event. Confirm the date, programme, rooms, tour guides and workshop leaders first; then publish the event and open registration once the core schedule is stable.
When should registration open for an art academy open day?: Open registration as soon as the programme, workshop capacity and visitor information are clear, usually 4 to 6 weeks beforehand. Confirm workshop registrations and send practical details during the final week.
How many rooms do I need for an art academy open day?: Plan one clearly assigned space for each activity running at the same time, plus an information desk and exhibition areas. A programme with two simultaneous workshops and a presentation therefore needs at least three activity rooms, before counting circulation and display space.
When should I prepare catering and workshop materials?: Order catering and purchase workshop materials after registrations have been reviewed, ideally 1 to 2 weeks before the event. Collect dietary requirements before placing the order and check cups, plates, cutlery, coffee equipment and serving items the day before.

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