Makerspace open day checklist

A makerspace open day runs smoothly when visitors know where to go, equipment is tested, and each workshop is ready before the doors open. Use this checklist to work through the plan in order, from setting the schedule and opening registration to preparing workstations and checking the venue. Allow extra time for tool testing, safety instructions, dietary requirements, and late changes to workshop groups. The final setup should leave clear routes between demonstrations, workshops, registration, and restrooms.

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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

Set the schedule and times
2 people
Choose demonstrations and workshops
3 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Confirm workshop registrations
2 people
Plan deliveries and pickup orders
Check the shopping list
2 people
Do the shopping
2 people
Purchase workshop materials
2 people
Inventory tools
2 people
Test tools and equipment
3 people
Prepare safety instructions
2 people
Prepare workstations
3 people
Prepare workshop materials by group
3 people
Print name badges and visitor list
Print floor plan and signage
Check the venue and restrooms
2 people
Set up tables and chairs
4 people
Set up entrance and registration
2 people
Set up demonstration stations
4 people
Set up workshop rooms
4 people
Securely tuck away cables
2 people
Hang decorations and information boards
2 people
Chill drinks
2 people
Set up coffee and tea station
2 people
Prepare snacks
3 people
Conduct a safety check
2 people
Brief volunteers
2 people

Event

Staff the registration desk
2 people
Welcome visitors
2 people
Explain the program
Give safety instructions
2 people
Guide demonstrations
4 people
Lead the workshops
6 people
Restock workstations
2 people
Answer visitor questions
2 people
Serve snacks
2 people
Refill drinks
2 people
Refill coffee and tea
Empty trash bins
2 people
Clean up spilled liquids
See off the last visitors
2 people

Aftercare

Safely shut down workstations
3 people
Gather tools
3 people
Sort and store materials
3 people
Wash dishes and kitchen equipment
2 people
Clear tables and chairs
4 people
Remove decorations and signage
2 people
Collect and remove waste
3 people
Clean floors and worktops
3 people
Lock up the venue
2 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Register lost and found items
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 and workshop a clear start and end time, and leave at least 10–15 minutes between sessions for people to move and equipment to reset.
Close workshop registration early enough to prepare groups. Confirm places and dietary requirements several days before the event so materials, name badges, and seating are not arranged at the last minute.
Test every tool and piece of equipment before setup day. Run the 3D printers, soldering stations, cutting plotter, projector, microphone, and speakers under realistic conditions, then label anything that needs attention.
Prepare workshop materials by group rather than placing one shared pile in the room. Check that each workstation has its required tools, cutting mats, measuring tools, safety goggles, gloves, and hearing protection before visitors arrive.
Do a safety and visitor-flow check after all tables, chairs, cables, signs, and demonstration stations are in place. Walk the route from the entrance to the workshops and restrooms, and keep exits and walkways clear.

Frequently asked questions

How far in advance should I open registration for a makerspace open day?: Open registration about 3–4 weeks before the event if workshops have limited capacity. Set a confirmation deadline 5–7 days before the open day so you can assign groups and prepare materials accurately.
How long before opening should makerspace equipment be tested?: Complete the main equipment test at least 2–3 days before the event, not during final setup. On the day itself, allow another 60–90 minutes for a quick power-up check of printers, soldering stations, laptops, projectors, and audio equipment.
How many people should staff each makerspace workshop?: Plan for one instructor or facilitator for every 8–12 participants when visitors use tools such as hand drills, glue guns, or soldering stations. Add another helper for groups above 12 or for beginners who need close supervision.
When should I set up the makerspace open day venue?: Set up furniture, registration, signage, demonstrations, and workshop rooms at least 2–3 hours before opening. Keep 30 minutes at the end for a safety walk-through, cable check, restroom check, and final visitor-list preparation.

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.