Museum Night checklist: what to arrange and when

A Museum Night combines extended opening hours with tours, workshops, visitor registration, and movement through several public areas. This checklist helps you work through the planning in the right order, from setting the date and programme to preparing maps, badges, refreshments, and equipment. Pay particular attention to access information, coat storage, power points, and printed materials: these are easy to leave until the final week. Use the full task and supply lists below to assign ownership and track progress.

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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 date and opening hours
2 people
Set the program and tours
3 people
Book guides and workshop supervisors
2 people
Make reservations for public areas
2 people
Make a reservation for coat racks
Open the visitor registration form
Send invitations
2 people
Publish social media posts
Process registrations
2 people
Collect dietary requirements
Send visitor information
Have program brochures printed
Prepare name badges
2 people
Check tour texts
2 people
Prepare workshop materials
2 people
Record the museum route
2 people
Create visitor maps
Check accessibility information
2 people
Send press release
Check power outlets and cable routes
2 people
Test lighting for public areas
2 people
Inventory printed materials and supplies
Do the shopping
3 people
Set out drinks chilled
2 people
Prepare snacks
4 people
Set up workshop tables
3 people
Prepare team briefing
Set up the entrance and public desk
3 people
Set up the cloakroom
3 people
Set up tables and chairs
5 people
Set out workshop materials
3 people
Set up buffet and drink stations
4 people
Hang up signage
3 people
Hang decorations
3 people
Test presentation equipment
2 people
Lay out tour materials
2 people
Check and restock toilets
2 people
Clean public areas
4 people
Clear emergency routes
2 people

Event

Welcome staff
2 people
Give the team briefing
2 people
Welcome visitors
4 people
Check tickets and registrations
3 people
Hand out program brochures
2 people
Run the cloakroom
3 people
Guide the first tour
2 people
Lead a creative workshop
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep worktables clean
2 people
Lead the second tour
2 people
Host lecture
2 people
Guide visitor flow
3 people
Guide the third tour
2 people
Announce evening program
Guide the interactive activity
3 people
Guide the fourth tour
2 people
Serve the final snack round
3 people
Replenish drink stock
2 people
Guide visitors to the exit
3 people
Manage coat check
3 people
Close entrance
2 people

Aftercare

Collect lost and found items
2 people
Clear the buffets
4 people
Wash dishes and glasses
3 people
Clear away workshop materials
3 people
Take down tables and chairs
5 people
Dismantle the coat check
3 people
Remove decorations
3 people
Sort and remove waste
3 people
Clean public areas
4 people
Clean the restrooms
2 people
Switch off equipment
2 people
Check the venue for the final round
2 people
Return materials
3 people
Return borrowed equipment
2 people
Store leftover groceries
2 people
Register lost and found items
Send visitor thank-you gifts

What to bring

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

Furniture

Reception tablesqty 3
Buffet tablesqty 4
Workshop tablesqty 8
Chairsqty 80
Coat racksqty 4
High tablesqty 8
Stoolsqty 16

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 80
Platesqty 80
Platesqty 180
Forksqty 180
Knivesqty 100
Spoonsqty 100
Serving plattersqty 16
Serving tongsqty 8
Carafesqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Presentation screensqty 2
Laptopsqty 2
Wireless microphonesqty 2
Walkie-talkiesqty 6
Power banksqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Measuring cupsqty 2
Mixing bowlsqty 4
Serving spoonsqty 8
Ice packsqty 12
Bottle openersqty 4

Decorations

Buntingqty 8
Tableclothsqty 12
Artificial plantsqty 10
Photo wallsqty 2
Decorative framesqty 12

Lighting

LED light stringsqty 8
LED table lampsqty 12
Battery lanternsqty 8

Printed materials

Program leafletsqty 350
Floor plansqty 350
Name badgesqty 120
Cloakroom numbersqty 200
Directional signsqty 30
Workshop instructionsqty 20

Registration

Check-in tabletsqty 3
Table display standsqty 12
Badge holdersqty 120
Pensqty 30
Cash drawer

Workshop materials

Painter's canvasesqty 80
Watercolor paint setsqty 20
Brushesqty 80
Pencilsqty 100
Colored pencilsqty 20
Drawing paperqty 500
Apronsqty 30
Plastic table protectorsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 30
Cleaning glovesqty 12

Safety

First aid kitsqty 2
Bollardsqty 12
Barrier tapeqty 6
Non-slip matsqty 10

Catering

Groceries

Tips

Set the date, opening hours, programme, and tours before inviting visitors. Once the programme is fixed, you can book guides and workshop supervisors, reserve public areas, and give visitors accurate information.
Open registration early enough to process numbers and dietary requirements before ordering refreshments. Send visitor information after registrations are reviewed, including the route, accessibility details, programme times, and what to expect at arrival.
Walk the museum route at least once before the event and check every public area, cable route, power outlet, and lighting point. Do this before equipment is delivered so screens, laptops, microphones, and extension cords can be placed safely.
Prepare the visitor-facing materials before the final week: maps, programme brochures, name badges, tour texts, and workshop materials. Print a small working surplus rather than discovering on the evening that one group has no map or badge.
Plan the arrival and refreshment areas as separate work zones. Set up reception tables, coat racks, drinks, snacks, serving equipment, and communication devices so the entrance does not become blocked when visitors arrive in groups.

Frequently asked questions

How far in advance should I start planning a Museum Night?: Start at least 8 to 12 weeks before the event. Set the date and programme first, then arrange guides, supervisors, room reservations, registration, visitor communication, printing, and equipment checks.
When should Museum Night registration open?: Open registration around 4 to 6 weeks before the event, depending on expected attendance. Review registrations weekly and collect dietary requirements early enough to finalise refreshments at least 7 days beforehand.
When should I check accessibility for a Museum Night?: Check the route and accessibility information at least 2 weeks before opening. Repeat the route check during the final week, especially after placing furniture, coat racks, workshop tables, cables, and equipment.
How much time is needed to set up a Museum Night?: Allow at least 3 to 4 hours for setup, plus extra time if several rooms need furniture, lighting, screens, microphones, or workshop materials. Complete a full sound, lighting, route, and registration check before visitors arrive.

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.