How to organize a makerspace open day

A makerspace open day works best when visitors can move easily between demonstrations, workshops and registration. Start by fixing the opening hours and choosing which activities need advance booking; this determines your rooms, staffing and materials. Then prepare registrations, test every tool and build the floor plan around safe working areas. Leave setup time for workstations, signage, cables and the entrance—these details are often left until the last hour.

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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 schedule and times
2 people
2
Choose demonstrations and workshops
3 people
3
Send invitations
2 people
4
Open the registration form
5
Process registrations
2 people
6
Collect dietary requirements
7
Confirm workshop registrations
2 people
8
Plan deliveries and pickup orders
9
Check the shopping list
2 people
10
Do the shopping
2 people
11
Purchase workshop materials
2 people
12
Inventory tools
2 people
13
Test tools and equipment
3 people
14
Prepare safety instructions
2 people
15
Prepare workstations
3 people
16
Prepare workshop materials by group
3 people
17
Print name badges and visitor list
18
Print floor plan and signage
19
Check the venue and restrooms
2 people
20
Set up tables and chairs
4 people
21
Set up entrance and registration
2 people
22
Set up demonstration stations
4 people
23
Set up workshop rooms
4 people
24
Securely tuck away cables
2 people
25
Hang decorations and information boards
2 people
26
Chill drinks
2 people
27
Set up coffee and tea station
2 people
28
Prepare snacks
3 people
29
Conduct a safety check
2 people
30
Brief volunteers
2 people

Event

31
Staff the registration desk
2 people
32
Welcome visitors
2 people
33
Explain the program
34
Give safety instructions
2 people
35
Guide demonstrations
4 people
36
Lead the workshops
6 people
37
Restock workstations
2 people
38
Answer visitor questions
2 people
39
Serve snacks
2 people
40
Refill drinks
2 people
41
Refill coffee and tea
42
Empty trash bins
2 people
43
Clean up spilled liquids
44
See off the last visitors
2 people

Aftercare

45
Safely shut down workstations
3 people
46
Gather tools
3 people
47
Sort and store materials
3 people
48
Wash dishes and kitchen equipment
2 people
49
Clear tables and chairs
4 people
50
Remove decorations and signage
2 people
51
Collect and remove waste
3 people
52
Clean floors and worktops
3 people
53
Lock up the venue
2 people
54
Return borrowed materials
2 people
55
Store leftover groceries
2 people
56
Register lost and found items
57
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Stoolsqty 12
Dressing tablesqty 2
Waste binsqty 8

Equipment

Laptopsqty 8
3D Printersqty 2
Soldering stationsqty 6
Cutting plotter
Projector
Projection screen
Speakersqty 2
Microphone
Power stripsqty 12
Extension cordsqty 10
USB charging pointsqty 4
Tool casesqty 6
Hand drillsqty 4
Glue gunsqty 6
Cutting matsqty 10
Measuring toolsqty 10
Safety gogglesqty 25
Work glovesqty 20
Hearing protectionqty 10
Fire blanketqty 2

Tableware

Reusable cupsqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 8
Coffee cupsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Knivesqty 6
Serving utensilsqty 8

Decorations

Information boardsqty 12
Direction arrowsqty 20
Name badge holdersqty 100
Tableclothsqty 10
Buntingqty 6
Name badgesqty 100

Lighting

LED string lightsqty 6
Desk lampsqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Recycling binsqty 4

Catering

Groceries

Tips

Set the schedule before opening registration. Give each demonstration a fixed time and allow at least 15 minutes between workshop groups for cleanup, tool checks and moving visitors.
Limit workshop places according to the number of workstations, not the size of the room. Prepare one complete materials set per participant or group, then confirm bookings before buying the final quantities.
Test 3D printers, soldering stations, laptops, the cutting plotter and presentation equipment at least 48 hours ahead. Keep spare power strips, extension cords and charging points accessible rather than buried under tables.
Prepare safety instructions at every practical station, with goggles, gloves, hearing protection and a fire blanket where needed. Tuck cables away before visitors arrive and leave clear paths to entrances and restrooms.
Print the visitor list, name badges, floor plan and signs on the day before opening. Set up registration first, then demonstrations and workshops, so the entrance can start receiving visitors while the final room checks are completed.

Frequently asked questions

How far in advance should I plan a makerspace open day?: Start at least 6 weeks ahead if you need registrations, workshops and deliveries. Use the final 2 weeks for confirming places, purchasing materials and testing equipment.
How many people can join a makerspace workshop?: Use one place per safe workstation and tool setup. For example, 8 usable stations means a maximum of 8 participants per session, unless an instructor can supervise additional groups safely.
When should I test the tools and equipment?: Test all tools and presentation equipment at least 48 hours before opening. Repeat a short power and function check on the morning itself, before tables and cables are fully covered.
What should I prepare the day before a makerspace open day?: Print the registration list, badges, floor plan and signage, group workshop materials, and complete the venue check the day before. This leaves the event morning for furniture, stations, safety checks and visitor registration.

Start this plan in Lizzt

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