How to organise an artists’ collective open day

An artists’ collective open day works best when visitors can move through the space without guessing where to go next. Start by confirming the artists, date, opening hours and exhibition space, then build the audience route around the available work. Allow time for artwork transport, condition checks, labels and sales paperwork before you plan the refreshments. The details most often missed are dietary requirements, working card machines, spare power connections and a final attendance list.

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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
Set date and opening hours
2 people
2
Confirm participating artists
2 people
3
Reserve exhibition space
2 people
4
Create program and audience route
3 people
5
Design invitations
2 people
6
Send invitations
2 people
7
Publish open day online
2 people
8
Process registrations
9
Collect dietary requirements
10
Create the participant list and attendance list
11
Inventory artworks
3 people
12
Transport artworks
3 people
13
Check artworks
2 people
14
Collect job descriptions
2 people
15
Print art labels
16
Create price lists and sales forms
2 people
17
Print route signs
18
Order catering
2 people
19
Do the shopping
2 people
20
Set aside diet-friendly snacks
2 people
21
Chill drinks
2 people
22
Clean the venue
3 people
23
Set up tables and chairs
4 people
24
Set up display walls and pedestals
4 people
25
Hang artworks
4 people
26
Attach art labels
2 people
27
Adjust the lighting
2 people
28
Set up info table
2 people
29
Set up the catering buffet
3 people
30
Set up the cloakroom and reception
2 people
31
Test sound system
2 people
32
Brief volunteers
2 people

Event

33
Welcome visitors
2 people
34
Check off registrations
35
Guide visitors through the exhibition
2 people
36
Support artists during presentations
2 people
37
Serve snacks
2 people
38
Serve drinks
2 people
39
Refill drinks
40
Refill coffee and tea
41
Keep sales records
2 people
42
Check toilets
43
Collect waste
44
See off the last visitors
2 people

Aftercare

45
Pack artworks safely
4 people
46
Return the artworks
3 people
47
Register sold works
2 people
48
Wash dishes
3 people
49
Clean up the venue
4 people
50
Clean the venue
3 people
51
Inventory materials
2 people
52
Return borrowed materials
2 people
53
Handle lost and found
54
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

Set the visitor route before designing signs or placing display walls. Mark where guests enter, collect information, view each artist’s work and complete a purchase, then check that the route does not depend on one narrow passage.
Complete the artwork inventory before transport. Record each piece, its artist, display location and sales information, then check the work again when it arrives; this catches missing labels and damage before visitors do.
Send invitations early enough to process registrations and collect dietary requirements. Close the attendance list at least 48 hours before the open day so you can set aside suitable snacks and order realistic quantities of catering.
Test every technical item during the setup, not when doors open. Run the card machines, laptops, tablets, microphones, portable speakers and LED spotlights, and keep extension cords, power strips and batteries accessible.
Finish the room setup before adding decorative details. Put out tables, chairs, high tables, coat racks and exhibition furniture first, then hang the artworks, place signs and chill the drinks once the main visitor flow is clear.

Frequently asked questions

How far in advance should I plan an artists’ collective open day?: Start at least 6–8 weeks ahead. Confirm the artists, venue and opening hours first; allow the final 2 weeks for registrations, artwork checks, labels, sales forms and catering numbers.
How do I organise the artwork for an artists’ open day?: Create one inventory before transport and check every artwork on arrival. Print labels and price lists only after the final display locations and sales details have been confirmed, ideally 3–5 days before opening.
When should I order catering for an artists’ collective open day?: Order catering after registrations have been processed and dietary requirements collected. Finalise the quantity about 48 hours before the event, then set aside diet-friendly snacks separately on the day.
What should I test before the open day opens?: Test card machines, laptops, tablets, microphones, speakers and lighting during setup, at least 2 hours before opening. Check cable lengths, power strips and extension cords, and keep spare batteries available for equipment that needs them.

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.