How to organise an open studio day

An open studio day works best when visitors can move easily between artists, demonstrations and workshops. Start by fixing the date and opening hours, then confirm the participating artists before building the programme. Use registrations to estimate attendance, prepare badges and plan refreshments, while each workshop gets its own workspace and materials. In the final week, focus on artwork labels, signs, lighting, cables and the room layout so the venue is ready 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
Confirm the date and opening hours
2
Confirm participating artists
3
Create workshop layout
4
Plan the program and demonstrations
2 people
5
Design invitations
6
Send invitations
7
Publish event online
8
Process registrations
9
Collect dietary requirements
10
Create visitor list and badges
11
Inventory artworks and demonstrations
2 people
12
Assign workspaces per workshop
13
Set up materials per workshop
2 people
14
Check the shopping list
15
Do the shopping
2 people
16
Chill drinks
17
Label artworks
2 people
18
Make route and safety signs
19
Test the sound and lighting
2 people
20
Clean the venue
2 people
21
Set up tables and chairs
3 people
22
Cover work tables
2 people
23
Set up exhibition walls
3 people
24
Display artworks
3 people
25
Distribute creative materials
2 people
26
Set up the reception table
2 people
27
Set up coffee and drinks station
2 people
28
Arrange snacks on platters
2 people
29
Set out name stickers and program cards
30
Give participant briefing

Event

31
Open the doors and welcome visitors
2 people
32
Check off registrations
33
Direct visitors to the studios
2 people
34
Supervise open workspaces
3 people
35
Provide artist demonstrations
4 people
36
Lead the workshops
3 people
37
Serve coffee and tea
2 people
38
Refill snacks
2 people
39
Refill drinks
40
Clear work tables in between
2 people
41
Empty trash bins
42
Inform visitors about the closure

Aftercare

43
Pack artworks safely
3 people
44
Wash dishes and supplies
2 people
45
Take down tables and chairs
3 people
46
Remove decorations and signage
2 people
47
Thoroughly clean the workshops
3 people
48
Count and store materials
2 people
49
Store leftover food
50
Dispose of waste separately
2 people
51
Return borrowed items
2 people
52
Hand over the venue

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Stoolsqty 20
Exhibition wallsqty 8
Easelsqty 12
Clothes racksqty 2

Tableware

Reusable cupsqty 80
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 50
Serving plattersqty 12
Pitchersqty 6

Decorations

Tableclothsqty 10
Name badgesqty 80
Program cardsqty 80
Sticky tackqty 6
Adhesive tapeqty 8
Directional signsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8

Lighting

Work lightsqty 8

Kitchen

Cutting boardsqty 4
Knivesqty 6
Scissorsqty 12
Water jugsqty 6
Thermos flasksqty 4
Washing-up bowlsqty 3

Art supplies

Sketchbooksqty 30
Drawing paperqty 300
Pencilsqty 60
Colored pencilsqty 60
Markersqty 60
Acrylic paintqty 12
Brushesqty 40
Palletsqty 20
Mixing bowlsqty 30
Water bowlsqty 20
Protective apronsqty 30
Nitrile glovesqty 100
Protective filmqty 4
Drying racksqty 4
Labelsqty 100

Cleaning

Bucketsqty 4
Mopsqty 4
Hand broomsqty 3
Dustpan and brushqty 3
Spongesqty 10

Catering

Groceries

Tips

Confirm the artists and opening hours before designing invitations or publishing the event. Leave at least two weeks for invitations and online registration if visitors need to sign up.
Build the programme around demonstrations and workshops, then assign each one a defined workspace. Count tables, chairs and stools by activity rather than arranging the room first and trying to fit everything in later.
Use registrations to create a visitor list, badges and a count of dietary requirements. Review the list 48 hours before opening so you can adjust drinks, cups and seating.
Prepare the exhibition area separately from the workshop areas. Label every artwork before installation, and keep adhesive tape and sticky tack available for last-minute adjustments.
Test sound, lighting and power before the final setup. Keep extension cords and power strips away from walking routes with cable mats, and put directional and safety signs where visitors make each turn.

Frequently asked questions

How far in advance should I organise an open studio day?: Start planning at least six weeks before the event. Confirm artists and opening hours first, publish the event once the programme is stable, and close the final attendance check 48 hours before opening.
How do I plan the layout for an open studio day?: Assign a separate workspace to each workshop or demonstration, then place exhibition walls and easels where they do not block visitor flow. Allow at least 1 metre for main walking routes and test the layout with tables, chairs and equipment in place.
How many drinks do I need for an open studio day?: For the first hour, plan on two to three drinks per visitor, then about one drink per person for each additional hour. Add extra water and coffee capacity for workshops, where visitors tend to stay longer.
When should I set up the venue for an open studio day?: Complete cleaning and the main furniture setup the day before when possible. Set up artwork, workshop materials, drinks, badges and signs on the event day early enough to allow at least 60 minutes for testing lighting, sound and power.

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