How to organise an art academy open day

An art academy open day needs more than an exhibition and a welcome desk. Start by fixing the date, timetable and rooms, then build the visitor journey around tours, workshops, demonstrations and presentations. Registration details, dietary requirements and workshop places should be settled before invitations go out. In the final week, test every presentation, label the artworks, print the route signs and check that catering and materials can reach the right room.

Use this plan

The plan, step by step

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

Preparations

1
Confirm open day date
2
Set the schedule and times
2 people
3
Reserve activity spaces
4
Reserve guides for tours
5
Confirm workshop leaders
6
Design invitations
7
Send invitations
2 people
8
Publish open day online
9
Open the registration form
10
Process registrations
11
Collect dietary requirements
12
Confirm workshop registrations
13
Email visitor information
14
Create floor plans and signage
15
Collect the exhibitor list
16
Inventory artworks and labels
2 people
17
Plan presentations and demonstrations
2 people
18
Order catering
19
Purchase workshop materials
2 people
20
Prepare name badges
2 people
21
Assemble information folders
3 people
22
Print route signs
23
Test equipment and presentations
2 people
24
Pack and transport artworks
3 people
25
Pick up groceries
2 people
26
Chill drinks
2 people
27
Set up the tent and entrance
4 people
28
Set up tables and chairs
4 people
29
Set up exhibition spaces
5 people
30
Hang artworks
4 people
31
Set up work tables for workshops
3 people
32
Distribute workshop materials
3 people
33
Set up the information desk
2 people
34
Set up the catering buffet
3 people
35
Lay out name badges and program booklets
2 people
36
Hang decorations
2 people
37
Set up signage
2 people
38
Brief participants and staff
2 people

Event

39
Staff the registration desk
2 people
40
Welcome visitors
2 people
41
Give tours
3 people
42
Provide training information
2 people
43
Lead the workshops
4 people
44
Provide artist demonstrations
3 people
45
Discuss portfolios
3 people
46
Lead presentations
2 people
47
Serve coffee and tea
2 people
48
Serve snacks
2 people
49
Refill drinks
2 people
50
Collect tableware
2 people
51
Clean workshop tables between sessions
2 people
52
Check exhibition spaces
2 people
53
See off the last visitors
2 people

Aftercare

54
Safely collect artworks
4 people
55
Return artwork
3 people
56
Sort workshop materials
2 people
57
Switch off and store equipment
2 people
58
Dismantle furniture
4 people
59
Take down and store tent
4 people
60
Remove decorations
2 people
61
Wash dishes
3 people
62
Collect and remove waste
3 people
63
Clean the venue
4 people
64
Clean coolers and equipment
2 people
65
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 before publishing the open day. Include start and finish times, tour slots, workshop capacity, demonstrations and presentation times so visitors know what they can actually attend.
Reserve rooms against the timetable, not just for the main activities. Allow setup and changeover time for work tables, presentation panels, projectors, speakers and workshop materials.
Open registration early enough to process applications and confirm workshop places before the event week. Collect dietary requirements at the same time rather than trying to chase them through separate emails.
Prepare the visitor route as soon as the room plan is stable. Print route boards, prepare name badges and assemble information folders only after room names, exhibitor details and session times have been checked.
Do a full technical and artwork check before opening day. Test laptops, projectors, screens, microphones and speakers in their actual rooms, and confirm that packed artworks, labels and extension cords arrive before setup begins.

Frequently asked questions

How far in advance should I plan an art academy open day?: Fix the date and reserve the key rooms at least 8 to 12 weeks ahead. Aim to publish the programme and open registration around 4 to 6 weeks before the event, leaving time to confirm workshops and send visitor information.
When should registration for open day workshops close?: Close workshop registration at least 7 days before the open day. This gives you time to confirm places, collect dietary requirements and prepare the correct quantities of materials and seating.
How long before the event should I test the AV equipment?: Run a room-by-room test 2 to 3 days before the event, then repeat a quick check on the morning itself. Test every laptop, projector, screen, microphone, speaker, USB stick and extension cord in its assigned room.
When should catering and workshop supplies be ordered?: Order catering and workshop supplies at least 7 to 10 days before the open day. Recheck final attendance numbers and dietary requirements 2 to 3 days beforehand, then arrange collection or delivery early enough for setup.

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.