How to organise an open studio from start to finish

An open studio works best when visitors can move through the workshop without interrupting the artists or missing key information. Start by confirming the date, opening hours and participating artists, then build the visitor list and route before planning the room setup. Give yourself time to prepare labels, signs, displays and refreshments. The final day should be for arranging the space and checking details, not chasing registrations or finding missing equipment.

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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 the date and opening hours
2
Confirm participating artists
3
Draft invitations
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Update visitor list
8
Gather artist information
9
Select pieces
2 people
10
Label the projects
2 people
11
Determine the route through the workshop
2 people
12
Create map and signs
13
Check the shopping list
14
Do the shopping
2 people
15
Chill drinks
16
Prepare snacks
2 people
17
Clean the workshop
3 people
18
Clear the workbenches
2 people
19
Store fragile materials safely
2 people
20
Set up tables and chairs
3 people
21
Set up exhibits
3 people
22
Set up lighting
2 people
23
Lay out name badges
24
Set up the reception table
2 people
25
Set up the catering table
2 people
26
Set out coffee and tea
2 people
27
Hang up signage
2 people
28
Check safety route
2 people

Event

29
Staff reception
2 people
30
Register visitors
2 people
31
Provide guided tours
2 people
32
Guide artists in their work
3 people
33
Serve snacks
2 people
34
Refill drinks
2 people
35
Keep tables clean and stocked
2 people
36
Remove waste regularly
37
Wave goodbye to visitors
2 people

Aftercare

38
Pack items safely
3 people
39
Clear tables and chairs
3 people
40
Wash dishes
2 people
41
Thoroughly clean the workshop
3 people
42
Remove decorations
2 people
43
Put materials back
2 people
44
Return borrowed materials
45
Clear away leftover catering

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
High tablesqty 4
Coat rack
Stoolsqty 12

Presentation

Pedestalsqty 8
Presentation boardsqty 6
Easelsqty 10
Work tablesqty 6
Clipboardsqty 4
Photo framesqty 12
Project labelsqty 50
Information boardsqty 8
Guest book
Name badge holdersqty 40

Tableware

Glassesqty 70
Coffee cupsqty 50
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Knivesqty 4
traysqty 4

Decorations

Tableclothsqty 8
Buntingqty 6
Vasesqty 8

Lighting

LED lampsqty 8
Extension cordsqty 6
Power stripsqty 6

Equipment

Flashlightsqty 3
Phone chargersqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the visitor route before placing tables, pedestals or presentation boards. Walk it from the entrance to the reception table and back, checking that signs are visible and that groups will not block workbenches.
Collect dietary requirements when people register, then update the visitor list at least 3 days before opening. This gives you time to adjust snacks and avoid asking guests for the same information at the door.
Prepare artist information, project labels and information boards before the setup day. Label each piece while the details are fresh, rather than trying to identify work after several exhibits have been installed.
Finish cleaning, clearing workbenches and storing fragile materials before bringing in exhibits and catering equipment. Keep one clear preparation area so drinks, snacks and serving trays do not end up beside the artwork.
Chill drinks and prepare the reception and catering tables during the final setup window, but leave coffee machines, kettles and thermos flasks easy to reach. Put name badges and the guest book at reception so arrivals do not queue in the exhibition route.

Frequently asked questions

How far in advance should I organise an open studio?: Confirm the date, opening hours and participating artists at least 6 weeks ahead. Send invitations early enough to close registrations and collect dietary requirements at least 3 days before opening.
What should I do first when organising an open studio?: Start with the date, opening hours and participating artists. Once those are confirmed, create the invitation and registration process before planning displays, signs and refreshments.
How do you plan a visitor route through a workshop?: Choose one clear entrance and exit, then connect the reception table, exhibits and artist information in a simple sequence. Test the route at least 1 day before opening and leave enough space for visitors to stop without blocking workbenches.
When should I set up an open studio?: Complete cleaning, workbench clearing and fragile-material storage before the final setup. Install exhibits, lighting, tables, signs and reception materials on the day before or several hours before opening, leaving a final 60-minute check for missing labels and supplies.

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