How to organise an open studio day

An open studio day works best when visitors can move easily between the exhibition, workshop areas and information table. Start with the date and programme, then manage invitations, registrations and workshop places before preparing the studio. In the final days, confirm dietary requirements, reservations and the visitor list. On the day itself, clean and clear the workspace first, then set up furniture, displays, signs, refreshments and workshop materials in that order.

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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 the date and program
2 people
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Process workshop registrations
6
Make reservations
7
Print the visitor list
8
Create route and map
9
Select pieces
2 people
10
Label the projects
2 people
11
Pack up exhibits
2 people
12
Check presentation materials
13
Do the shopping
2 people
14
Bring Materials to the Studio
2 people
15
Thoroughly clean the workshop
3 people
16
Clear work tables
2 people
17
Set up tables and chairs
3 people
18
Set up exhibition walls
3 people
19
Display projects
3 people
20
Set up workshop tables
2 people
21
Hang decorations
2 people
22
Chill drinks
2 people
23
Prepare coffee and tea
2 people
24
Prepare snacks
2 people
25
Set up the information table
26
Test the sound and lighting
2 people

Event

27
Welcome visitors
2 people
28
Provide guided tours
2 people
29
Lead the workshops
3 people
30
Serve snacks and drinks
2 people
31
Refill drinks
32
Collect tableware and waste
33
Wave goodbye to visitors
2 people

Aftercare

34
Pack the pieces safely
3 people
35
Put furniture back
3 people
36
Wash dishes
2 people
37
Clean the workshop
3 people
38
Dispose of waste
2 people
39
Return borrowed items
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 50
Exhibition wallsqty 6
Stoolsqty 8
Coat racksqty 2

Tableware

Coffee cupsqty 50
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Coffee potsqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2

Lighting

LED lampsqty 8
String lightsqty 4

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Welcome sign
Direction signsqty 8
Name badgesqty 50
Adhesive stripsqty 2

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 4
Measuring cupsqty 2
Thermos flasksqty 4
Washing-up tubsqty 2

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Waste binsqty 4

Catering

Groceries

Tips

Set the programme before sending invitations, including opening hours, workshop times and the number of available places. Close workshop registration early enough to prepare materials and avoid turning people away at the door.
Keep one registration list for general visitors and a separate list for workshop participants. Print both before opening, and place the visitor list and name badges at the information table.
Plan the visitor route before arranging exhibition walls and tables. Mark entrances, workshop areas, toilets and exits with direction signs so guests do not interrupt demonstrations or crowd the work tables.
Finish the workshop and exhibition setup before preparing coffee, tea and chilled drinks. Allow at least 60 minutes for cleaning the workshop, clearing tables, displaying projects and checking extension cords, lighting and presentation materials.
Count refreshments using the confirmed registrations, then add roughly 10 percent for walk-ins. Set out cups, glasses, plates, cutlery, serving platters and tongs together so the information table does not become a second serving station.

Frequently asked questions

How far in advance should I plan an open studio day?: Set the date and programme at least 6 weeks ahead. Send invitations around 4 weeks before the event, then confirm registrations, dietary requirements and workshop places during the final 7 days.
How many people should I allow for an open studio workshop?: Use the number of available workstations and chairs as your limit, rather than accepting unlimited registrations. Confirm the final workshop list 3 to 5 days before the event so you can prepare one complete place per participant.
What should I prepare the day before an open studio day?: Pack the exhibits, labels, signs and workshop materials, print the visitor list and check presentation equipment the day before. Chill drinks and prepare coffee and tea on the event day, preferably 1 to 2 hours before opening.
How do I organise the layout of an open studio?: Create a simple route from the entrance to the information table, exhibition, workshop tables and refreshments. Leave at least 1 metre around tables and displays where possible, and test the route once before visitors arrive.

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