How to organise a studio route from start to finish

A studio route works best when visitors always know where to go next and each workshop is ready at the agreed time. Start by confirming the participating studios, collecting every address and aligning opening hours before you publish anything. Then build the visitor route, organise registrations and communication, and assign clear responsibilities for the day itself. The details people often leave too late are printed maps, signs, artist images, safety information and workshop materials.

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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

1
Confirm participating studios
2 people
2
Collect route and locations
2 people
3
Align opening hours per workshop
2 people
4
Send participant information
5
Process registrations
6
Collect dietary requirements
7
Collect artists' photo material
2 people
8
Design route map
2 people
9
Have the route map printed
10
Publish the program online
11
Send invitations
2 people
12
Send press release
13
Schedule social media posts
14
Plan the opening and tours
2 people
15
Make reservations for materials
16
Assign volunteers
2 people
17
Create a contact list for organizers
18
Prepare safety instructions
2 people
19
Create floor plans per workshop
2 people
20
Design signage
21
Prepare name badges
22
Print signage
23
Check presentation materials
2 people
24
Inventory artworks and labels
2 people
25
Place catering order
26
Sort route cards
2 people
27
Distribute materials by location
3 people
28
Buy drinks and groceries
2 people
29
Store drinks refrigerated
2 people
30
Prepare catering
3 people

Event

31
Open the setup location
2 people
32
Set up reception desk
2 people
33
Set up tables and chairs
4 people
34
Place artworks and labels
4 people
35
Check the lighting
2 people
36
Hang up signage
3 people
37
Prepare route maps
2 people
38
Test sound equipment
2 people
39
Set up the coffee and tea station
2 people
40
Arrange snacks on platters
3 people
41
Brief volunteers
2 people
42
Check the workshops by phone
2 people
43
Staff the reception desk
2 people
44
Register visitors
2 people
45
Hand out route maps
2 people
46
Direct visitors to the studios
2 people
47
Guide the opening
2 people
48
Guide tours
3 people
49
Lead the workshops
4 people
50
Serve coffee and tea
2 people
51
Serve snacks
2 people
52
Refill drinks
2 people
53
Collect tableware
2 people
54
Empty trash bins
2 people
55
Check toilets
56
Communicate schedule changes
57
Announce evening program
58
Set evening light level
2 people
59
Guide visitors to the exit
2 people
60
Carry out the final workshop check
2 people
61
Close the reception desk
2 people

Aftercare

62
Secure artworks
4 people
63
Remove decorations
3 people
64
Dismantle tables and chairs
4 people
65
Wash dishes
2 people
66
Clean the venue
3 people
67
Dispose of waste
2 people
68
Gather borrowed materials
2 people
69
Return materials
2 people
70
Remove route signs
2 people
71
Clear away unused catering
2 people
72
Register lost and found items
73
Inform artists about pickup
74
Archive visitor data
75
Send thank-you messages
76
Archive photos and files

What to bring

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

Furniture

Information desksqty 4
Folding chairsqty 30
Tableclothsqty 6
Stoolsqty 12

Tableware

Coffee cupsqty 60
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 80
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Laptopsqty 2
Walkie-talkiesqty 6
Portable speakersqty 2
Microphonesqty 2
Presentation screensqty 2
Projectorsqty 2

Lighting

LED lampsqty 12
Light standsqty 8
Battery lampsqty 10

Decorations

Route arrowsqty 30
Information boardsqty 20
Photo framesqty 20
Name badgesqty 80
Name badge holdersqty 60
Poster puttyqty 10
Clothespinsqty 100
Rope rollsqty 4
Flower vasesqty 8

Kitchen

Water jugsqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 2
Bread knivesqty 2
Serving traysqty 6
Cool bagsqty 4
Labelsqty 100
Food containersqty 12
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Waste binsqty 8
Bucketsqty 4
Cleaning clothsqty 20
Broom setsqty 3
Mopsqty 3
Hand soap dispensersqty 6

Catering

Groceries

Tips

Confirm every participating studio before designing the route. Collect the exact address, contact person, opening hours and any access restrictions, then use one shared contact list for organisers.
Set the visitor route only after workshop hours are aligned. Print the route map in advance and prepare route arrows and information boards so visitors can navigate without asking at every stop.
Publish one consistent programme across the website, invitations, press release and social posts. Include registration details, opening hours, workshop locations and dietary-requirement information before registrations open.
Give volunteers specific posts and handover times rather than a general briefing. Provide name badges, safety instructions and walkie-talkies or a contact list so problems can be passed on quickly.
Check each studio at least one day before opening. Verify presentation materials, floor plans, artwork labels, lighting, extension cords and reserved materials, and confirm the catering order and serving equipment.

Frequently asked questions

How far in advance should I organise a studio route?: Start confirming studios and locations at least 8 to 12 weeks before the route. Finalise opening hours, registrations, the printed map and volunteer assignments no later than 2 weeks beforehand.
How do I plan the route between studios?: Collect all addresses first, then group nearby studios and check the walking or travel time between stops. Leave at least 10 to 15 minutes between scheduled tours so visitors and volunteers can move without falling behind.
When should I print the studio route map?: Print the map 7 to 10 days before the event, after all studio locations and opening hours have been checked. Keep a digital version online and bring spare printed copies to the information desks.
What should I prepare for each participating studio?: Prepare a floor plan, artwork labels, presentation equipment, signage, safety instructions and any reserved workshop materials for every studio. Complete a room-by-room check at least 24 hours before opening, including power, lighting and seating.

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.