What to buy for an artists' collective open day

Use this shopping list to prepare an artists' collective open day without missing the small items that affect the visitor experience. It covers catering and tableware, display furniture, signs, lighting, payment equipment and basic venue setup. Buy or reserve items according to your expected attendance, opening hours and number of participating artists. Check food requirements before ordering, and test every powered device at least one day before the event.

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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
- Coffee - 3 packs
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 48 bottles
- Sparkling mineral water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Rosé - 4 bottles
- Ice cubes - 10 kilos
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Cream cheese - 2 kilo
- Young cheese - 2 kilos
- Hummus - 2 kilos
- Pesto - 4 jars
- Olives - 2 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Pears - 3 kilos
- Cherry tomatoes - 3 kilos
- Cucumbers - 4 pieces
- Carrots - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 4 kilos
- Rice crackers - 6 packs
- Cookies - 8 packs
- Brownies - 6 boxes
- Lemons - 2 kilos
- Mint - 6 bunches
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Paper plates - 200 pieces
- Stir sticks - 200 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs

Tips

Plan drinks for the full opening period: allow two to three drinks per person during the first hour, then one drink per person for each additional hour. Chill the first supply several hours in advance and keep a separate stock for dietary requirements.
Match tableware to your registration list rather than your room capacity. For a seated catering moment, prepare at least one plate, fork, knife and glass per expected guest, plus 10% extra for breakages and late arrivals.
Do not leave display and wayfinding materials until the setup day. Have exhibition walls, pedestals, info boards and route signs available at least one day before opening so artwork placement and the visitor route can still be adjusted.
Allow one working payment setup for every busy sales point, and test card machines, laptops or tablets before artists arrive. Pack extension cords, power strips and cable reels with the equipment instead of trying to find them during setup.
Check lighting and charging supplies before transporting the artworks. Count LED spotlights, atmosphere lights and batteries, then test cable lengths in the exhibition space; a missing adapter or flat battery can delay hanging work by an hour.

Frequently asked questions

How much food and drink do I need for an artists' collective open day?: For drinks, plan on two to three per person in the first hour and one per person for every additional hour. Order food for the number of confirmed registrations, then add around 10% if late arrivals are likely. Set aside diet-friendly snacks before general catering is put out.
How many plates, glasses and cutlery items should I buy?: For a seated catering service, provide one plate, glass, fork, knife and spoon per guest, plus 10% spare. If the open day lasts several hours, add extra glasses and coffee cups or plan a washing and restocking point.
When should I buy or reserve exhibition furniture and lighting?: Confirm tables, chairs, exhibition walls, pedestals and coat racks at least two weeks before the open day if they are being hired or borrowed. Check spotlights, atmosphere lights, extension cords and batteries at least one day before setup.
What do I need for artwork sales at an open studio day?: Prepare a card machine, a laptop or tablet if your sales process uses one, printed price lists and sales forms, and a reliable power supply. Test the payment equipment 24 hours beforehand and keep a manual record sheet available in case the connection fails.

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