FabLab open day checklist

A FabLab open day needs more than working machines and a welcoming entrance. You need a clear programme, timed workshop registrations, tested demo projects and safety instructions that visitors can understand quickly. Plan the public-facing details early, then reserve enough time for tables, stations, signage and cables before doors open. This checklist helps you organise the day in a sensible order, including the small jobs that are often left until the last hour.

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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

Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve extra tables
Finalize the program
2 people
Prepare safety instructions
2 people
Organize workshop registrations
Design signage
Prepare name badges
2 people
Select demo projects
2 people
Test machines
2 people
Prepare workshop materials
3 people
Do the shopping
2 people
Print materials
Chill drinks
2 people
Set up tables
4 people
Set up chairs
3 people
Set up the reception desk
2 people
Set up the workshop stations
4 people
Set up demo machines
3 people
Securely tuck away cables
2 people
Hang up signage
2 people
Hang decorations
2 people
Set up catering
3 people
Conduct a safety check
2 people
Brief volunteers
2 people

Event

Staff the registration desk
2 people
Welcome visitors
2 people
Give tours
3 people
Lead the workshops
5 people
Operate demo machines
3 people
Guide visitor flow
2 people
Serve snacks
2 people
Refill drinks
2 people
Clear work tables between tasks
3 people
Remove waste periodically

Aftercare

Shut down machines safely
3 people
Sort tools
3 people
Dismantle workshop stations
4 people
Clean up catering
3 people
Wash dishes
2 people
Put furniture back
4 people
Clean rooms
4 people
Empty waste containers
2 people
Remove decorations
2 people
Return borrowed items
2 people
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
High tablesqty 4
Stoolsqty 20
Clothing rack
Waste binsqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100
Coffee cupsqty 80

Kitchen

Thermos flasksqty 4
Coolersqty 4
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 6

Equipment

Extension cordsqty 12
Power stripsqty 12
Laptop tablesqty 6
Projector
Projection screen
Portable speakersqty 2
Microphone
Power banksqty 6

Decorations

Balloonsqty 100
Flagsqty 6
Tableclothsqty 12
Chalkboardsqty 8
Directional signsqty 12
Name badgesqty 120

Safety

Safety gogglesqty 40
Work glovesqty 30
Hearing protectionqty 20
Barrier tapeqty 4
Cable matsqty 12

Workshop materials

PLA filamentqty 8
Plywood sheetsqty 30
Acrylic sheetsqty 20
Cardboard sheetsqty 100
Craft scissorsqty 20
Craft knivesqty 10
Cutting matsqty 10
Rulersqty 20
Pencilsqty 50
Permanent markersqty 30
Acrylic paintqty 12
Brushesqty 30
Glue gunsqty 6
Glue Sticksqty 50
Sandpaperqty 30
Cable tiesqty 200
Copper wireqty 5
LED lightsqty 100
Battery holdersqty 30
Crocodile clipsqty 30

Lighting

LED string lightsqty 6
Work lightsqty 6

Cleaning

Broomqty 3
Dustpan and brushqty 4
Mop setsqty 3
Cleaning bucketsqty 3
Microfiber clothsqty 30

Catering

Groceries

Tips

Close registrations early enough to review dietary requirements and assign people to workshop sessions. A final check 3–5 days before the event gives you time to adjust materials, tables and seating.
Test every machine used for demonstrations and workshops at least 1–2 days beforehand. Check the actual project files, tools, extension cords and power strips—not just whether the machine switches on.
Keep reception separate from the workshop flow. Set up name badges, the registration information and programme details before visitors arrive, and allow at least 30 minutes for a calm final check.
Walk through the space from a visitor’s point of view before opening. Make sure signs are visible, cables are securely tucked away, waste bins are accessible and safety instructions are placed where each activity begins.
Prepare drinks and catering after the practical setup is complete, but chill drinks and check serving items in advance. Reusable cups, coffee cups, thermos flasks, plates and cutlery are easy to overlook when attention is focused on the machines.

Frequently asked questions

How far in advance should I plan a FabLab open day?: Start the programme, invitations and workshop planning at least 4–6 weeks before the open day. Finalise registrations, dietary requirements and machine demonstrations during the last 3–5 days.
When should I test the machines for a FabLab open day?: Test all demo and workshop machines 1–2 days before the event, using the same materials and project files planned for the day. Repeat a short power and safety check on the morning of the event.
How much setup time does a FabLab open day need?: Allow at least 2–3 hours for tables, chairs, reception, workshop stations, demo machines, signage and catering. Add extra time if cables need rerouting or several machines share power supplies.
What should I prepare for FabLab workshop registrations?: Prepare the session list, attendee details, name badges and any dietary or access information at least 3 days in advance. Keep a small number of places or a waiting list available for cancellations on the day.

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.