How to organise an open studio without last-minute chaos

An open studio has two parallel jobs: giving visitors a clear route through the space and making sure artists can work safely at their stations. Start with the date, studio booking and registration process, then build the programme, house rules and material plan around the available space. In the final week, confirm artists and works, check supplies and send route and parking details. On the day, set up worktables, easels, information points, refreshments and signs before visitors arrive.

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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
Record date and times
2
Reserve the studio space
3
Register for open studio
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Create the program and house rules
2 people
8
Check material inventory
2 people
9
Order missing supplies
10
Set up work tables
2 people
11
Confirm artists and works
12
Share route and parking
13
Do the shopping
2 people
14
Buying fresh catering
2 people
15
Check the venue
2 people
16
Set up worktables
3 people
17
Set up chairs and stools
2 people
18
Set up easels and workstations
2 people
19
Distribute materials per workstation
3 people
20
Hang artworks
2 people
21
Set up information tables
2 people
22
Prepare coffee and tea
2 people
23
Chill drinks
24
Set out snacks
2 people
25
Place waste bins
26
Check lighting and ventilation

Event

27
Staff the reception desk
2 people
28
Welcome visitors
2 people
29
Provide guided tours
2 people
30
Supervise live demonstrations
3 people
31
Assist participants with materials
2 people
32
Restock work tables as needed
2 people
33
Serve coffee and tea
2 people
34
Refill drinks
35
Refill snacks
36
Collect used materials
2 people
37
See off the last visitors
2 people

Aftercare

38
Pack artworks safely
2 people
39
Sort and store materials
3 people
40
Wash dishes
2 people
41
Collect and remove waste
2 people
42
Clear tables and chairs
3 people
43
Clean the room
3 people
44
Return borrowed items
2 people
45
Store leftover materials
2 people
46
Distribute unsold catering

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 45
Stoolsqty 12
Reception desk
Information desksqty 2
Clothes racksqty 2

Equipment

Easelsqty 12
Extension cordsqty 6
Power stripsqty 6
Bluetooth speaker
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 2

Kitchen

Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4
Serving plattersqty 8

Tableware

Coffee cupsqty 45
Glassesqty 45
Platesqty 45
Cutlery setsqty 45

Decorations

Tableclothsqty 10
Work signsqty 20
Name badgesqty 50
Directional signsqty 6
Clothespinsqty 50

Lighting

String lightsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Spongesqty 6

Art supplies

Drawing paperqty 200
Watercolor paperqty 100
Sketchbooksqty 20
Colored pencilsqty 20
Graphite pencilsqty 30
Charcoal markersqty 20
Erasersqty 30
Pencil sharpenersqty 15
Acrylic paint setsqty 12
Brushesqty 60
Palletsqty 20
Mixing bowlsqty 30
Water potsqty 30
Apronsqty 30
Protective filmqty 2
Paper towelsqty 6
Tapeqty 12
Painter's tapeqty 8
Scissorsqty 20
Glue sticksqty 30
Rulersqty 15
Cutting matsqty 6
Clayqty 10
Sculpting toolsqty 12
Kraft paper rollsqty 4

Catering

Groceries

Tips

Set the schedule before inviting people. Allow at least 2 hours before opening for room checks, tables, easels, artwork hanging, workstation materials and refreshments; visitors should not be arriving while power strips and extension cords are still being placed.
Use registrations to plan the room, not just the guest list. Close or review registrations 3 to 5 days beforehand, record dietary requirements, and assign enough chairs, stools, coffee cups, glasses and plates for the expected attendance.
Check every workstation against the programme at least 48 hours before opening. Count the materials for each station, order missing supplies immediately, and test easels, power strips, extension cords and any equipment that needs electricity.
Give visitors a route they can follow without asking for directions. Put the reception desk, information tables, work signs and directional signs in place before the doors open, and share route and parking details with registered guests at least 24 hours ahead.
Treat refreshments and cleanup as timed tasks. Chill drinks and prepare coffee and tea shortly before opening, set out snacks with serving tongs, and keep buckets, brooms and mops ready so spills or used areas can be handled during the event.

Frequently asked questions

How far in advance should I plan an open studio?: Book the studio and record the date at least 6 to 8 weeks ahead if artists and public registrations are involved. Finalise the programme, house rules and supply check 48 hours before opening.
How much setup time does an open studio need?: Allow at least 2 hours for a small open studio and 3 to 4 hours if you are hanging several artworks or preparing multiple workstations. Finish the room layout before setting out materials and refreshments.
When should I send open studio invitations and directions?: Send the first invitation 3 to 4 weeks before the event, then send route, parking and practical information 24 to 48 hours before opening. Review registrations and dietary requirements 3 to 5 days in advance.
How do I prepare workstations for an open studio?: Create one checklist per workstation and distribute its materials 30 to 60 minutes before opening. Keep walkways clear, secure cables with power strips and extension cords, and leave spare supplies in one labelled area.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.