Artists' collective open day checklist

An artists' collective open day combines an exhibition, a visitor programme and practical hospitality in one day. Start by fixing the date, opening hours and participating artists, then work towards the visitor route, invitations and registrations. The final week is mainly about artwork checks, labels, catering and equipment. On the day itself, leave enough time to clean the venue, arrange furniture, hang the work, test payment equipment and chill the drinks before visitors arrive.

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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

Set date and opening hours
2 people
Confirm participating artists
2 people
Reserve exhibition space
2 people
Create program and audience route
3 people
Design invitations
2 people
Send invitations
2 people
Publish open day online
2 people
Process registrations
Collect dietary requirements
Create the participant list and attendance list
Inventory artworks
3 people
Transport artworks
3 people
Check artworks
2 people
Collect job descriptions
2 people
Print art labels
Create price lists and sales forms
2 people
Print route signs
Order catering
2 people
Do the shopping
2 people
Set aside diet-friendly snacks
2 people
Chill drinks
2 people
Clean the venue
3 people
Set up tables and chairs
4 people
Set up display walls and pedestals
4 people
Hang artworks
4 people
Attach art labels
2 people
Adjust the lighting
2 people
Set up info table
2 people
Set up the catering buffet
3 people
Set up the cloakroom and reception
2 people
Test sound system
2 people
Brief volunteers
2 people

Event

Welcome visitors
2 people
Check off registrations
Guide visitors through the exhibition
2 people
Support artists during presentations
2 people
Serve snacks
2 people
Serve drinks
2 people
Refill drinks
Refill coffee and tea
Keep sales records
2 people
Check toilets
Collect waste
See off the last visitors
2 people

Aftercare

Pack artworks safely
4 people
Return the artworks
3 people
Register sold works
2 people
Wash dishes
3 people
Clean up the venue
4 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Handle lost and found
Send visitor thank-you gifts

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
High tablesqty 6
Exhibition wallsqty 8
Pedestalsqty 6
Coat racksqty 2
Clothes hangersqty 80

Tableware

Glassesqty 100
Coffee cupsqty 60
Platesqty 80
Forksqty 80
Knivesqty 40
Spoonsqty 60

Decorations

Tableclothsqty 8
Plantsqty 12
Buntingqty 6
Info boardsqty 6
Photo framesqty 10

Equipment

Laptopsqty 2
Tabletsqty 2
Card machinesqty 2
Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 2

Lighting

LED spotlightsqty 12
Atmosphere lightsqty 8
Batteriesqty 24

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Scissorsqty 4

Cleaning

Bucketsqty 3
Cleaning clothsqty 12
Broom setsqty 2
Vacuum cleaner

Catering

Groceries

Tips

Confirm the artists and exhibition space before designing invitations. You need the final programme, audience route and participating names before sending anything out.
Set a clear registration deadline and collect dietary requirements at the same time. Create the participant and attendance lists before ordering catering, rather than trying to reconstruct them on the day.
Allow a separate time slot for artwork transport and inspection. Check each piece when it arrives, then print labels, price lists and sales forms only after the inventory is complete.
Plan the room around the visitor route, not just the available furniture. Leave clear access between exhibition walls, pedestals, tables and coat racks, and test extension cords, power strips and lighting before hanging artworks.
Finish hospitality and technical setup before opening. Chill the drinks, set aside diet-friendly snacks, prepare coffee equipment, and test card machines, laptops, tablets, speakers and microphones at least 60 minutes beforehand.

Frequently asked questions

How far in advance should I organise an artists' collective open day?: Set the date and reserve the exhibition space at least 8–12 weeks ahead. Confirm artists and publish invitations once the programme and audience route are stable, ideally 4–6 weeks before the event.
When should I send invitations for an artists' collective open day?: Send the main invitation 4–6 weeks before opening day, then send a reminder 7–10 days beforehand. Close registrations early enough to create the attendance list and order catering accurately.
How much catering and drink should I order for an open day?: Use the confirmed attendance list as your starting point and add a small buffer for walk-ins. For drinks, plan roughly 2–3 servings per person during the first hour, and reserve separate diet-friendly snacks once requirements are collected.
How long does setup take for an artists' collective open day?: Allow at least 4–6 hours for a venue that needs furniture, exhibition walls, pedestals, labels, lighting and artwork hanging. Add another hour for testing payment devices, sound, coffee equipment and the visitor route before doors open.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.