How to organize a FabLab open day
A FabLab open day needs more than working machines and an open door. Start by fixing the visitor flow, then build the program around demos, workshops and registration capacity. Confirm dietary requirements early, test every machine before guests arrive and prepare safety instructions people can follow quickly. On the day, leave enough time to set up the reception desk, workshop stations, signage, catering and a clear cable-safe route before the first visitor enters.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Send invitations
2 people
- 2
Process registrations
- 3
Collect dietary requirements
- 4
Reserve extra tables
- 5
Finalize the program
2 people
- 6
Prepare safety instructions
2 people
- 7
Organize workshop registrations
- 8
Design signage
- 9
Prepare name badges
2 people
- 10
Select demo projects
2 people
- 11
Test machines
2 people
- 12
Prepare workshop materials
3 people
- 13
Do the shopping
2 people
- 14
Print materials
- 15
Chill drinks
2 people
- 16
Set up tables
4 people
- 17
Set up chairs
3 people
- 18
Set up the reception desk
2 people
- 19
Set up the workshop stations
4 people
- 20
Set up demo machines
3 people
- 21
Securely tuck away cables
2 people
- 22
Hang up signage
2 people
- 23
Hang decorations
2 people
- 24
Set up catering
3 people
- 25
Conduct a safety check
2 people
- 26
Brief volunteers
2 people
Event
- 27
Staff the registration desk
2 people
- 28
Welcome visitors
2 people
- 29
Give tours
3 people
- 30
Lead the workshops
5 people
- 31
Operate demo machines
3 people
- 32
Guide visitor flow
2 people
- 33
Serve snacks
2 people
- 34
Refill drinks
2 people
- 35
Clear work tables between tasks
3 people
- 36
Remove waste periodically
Aftercare
- 37
Shut down machines safely
3 people
- 38
Sort tools
3 people
- 39
Dismantle workshop stations
4 people
- 40
Clean up catering
3 people
- 41
Wash dishes
2 people
- 42
Put furniture back
4 people
- 43
Clean rooms
4 people
- 44
Empty waste containers
2 people
- 45
Remove decorations
2 people
- 46
Return borrowed items
2 people
- 47
Store leftover materials
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 12
- Chairsqty 80
- High tablesqty 4
- Stoolsqty 20
- Clothing rack
- Waste binsqty 8
Tableware
- Reusable cupsqty 150
- Platesqty 120
- Forksqty 120
- Knivesqty 120
- Spoonsqty 100
- Coffee cupsqty 80
Kitchen
- Thermos flasksqty 4
- Coolersqty 4
- Serving traysqty 6
- Cutting boardsqty 3
- Bread knivesqty 3
- Pliersqty 6
Equipment
- Extension cordsqty 12
- Power stripsqty 12
- Laptop tablesqty 6
- Projector
- Projection screen
- Portable speakersqty 2
- Microphone
- Power banksqty 6
Decorations
- Balloonsqty 100
- Flagsqty 6
- Tableclothsqty 12
- Chalkboardsqty 8
- Directional signsqty 12
- Name badgesqty 120
Safety
- Safety gogglesqty 40
- Work glovesqty 30
- Hearing protectionqty 20
- Barrier tapeqty 4
- Cable matsqty 12
Workshop materials
- PLA filamentqty 8
- Plywood sheetsqty 30
- Acrylic sheetsqty 20
- Cardboard sheetsqty 100
- Craft scissorsqty 20
- Craft knivesqty 10
- Cutting matsqty 10
- Rulersqty 20
- Pencilsqty 50
- Permanent markersqty 30
- Acrylic paintqty 12
- Brushesqty 30
- Glue gunsqty 6
- Glue Sticksqty 50
- Sandpaperqty 30
- Cable tiesqty 200
- Copper wireqty 5
- LED lightsqty 100
- Battery holdersqty 30
- Crocodile clipsqty 30
Lighting
- LED string lightsqty 6
- Work lightsqty 6
Cleaning
- Broomqty 3
- Dustpan and brushqty 4
- Mop setsqty 3
- Cleaning bucketsqty 3
- Microfiber clothsqty 30
Catering
- Groceries
Tips
- Set registration limits before publishing the invitations. Separate workshop registrations from general attendance so you know how many seats, materials and name badges to prepare for each session.
- Finalize the program before selecting demo projects and printing signs. Allow at least 15 minutes between workshop groups for reset, questions and moving visitors safely through the space.
- Test every demo machine with the exact materials you plan to use, ideally no later than the day before. Check extension cords, power strips and laptop connections at the same time rather than during setup.
- Prepare safety instructions in short, visible steps at each workshop station. A final walk-through should check guards, cables, entrances and machine access before doors open.
- Plan the reception and refreshments as separate queues. Chill drinks in advance, place reusable cups and waste bins where people can reach them, and keep the registration desk clear of workshop materials.
Frequently asked questions
- How far in advance should I plan a FabLab open day?
- Start at least 6 weeks ahead if you need invitations, registrations and workshop bookings. Finish the program and order or gather materials no later than 2 weeks before the event.
- How many people can join a FabLab workshop?
- Set the limit by the number of safe workstations, not by the room size. If you have 6 usable stations, register no more than 6 active participants per session and keep extra places for demonstrations or supervision.
- When should FabLab machines be tested before an open day?
- Run a full test at least 24 hours before opening, using the planned files and materials. Repeat a quick power-on and safety check on the event morning after the stations are installed.
- What should I prepare for visitors at the reception desk?
- Have name badges, the registration list, program information and dietary notes ready at least 30 minutes before opening. Keep a clear route from reception to the workshops and display signs before guests arrive.
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