Open Art Day planning checklist

An Open Art Day combines exhibitions, workshops and demonstrations, so the practical details need to line up before visitors arrive. Confirm the artists and workshop leaders early, then arrange registration, promotion and dietary information. In the final week, check artwork dimensions, print labels and the floor plan, and prepare materials for each workshop. On the day itself, leave enough time for tables, exhibition panels, artworks, refreshments and a clear welcome point.

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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 date and program
2 people
Confirm participating artists
2 people
Plan workshops and demonstrations
2 people
Reserve venue
Confirm workshop leaders
2 people
Create the registration form
Send invitations
2 people
Post promotion on social media
Hang posters
2 people
Process registrations
Collect dietary requirements
Inventory artworks and dimensions
2 people
Design exhibit labels
Print the program and floor plan
2 people
Check the shopping list
2 people
Do the shopping
3 people
Pack artworks safely
3 people
Set up materials per workshop
3 people
Chill drinks
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set up exhibition panels
4 people
Hang artworks
4 people
Set up sculptures and ceramics
3 people
Attach exhibit labels
2 people
Set up workshop tables
3 people
Distribute materials per workstation
3 people
Set up the reception desk
2 people
Prepare name badges and attendance list
Prepare coffee and tea
2 people
Set up buffet and snacks
3 people
Test lighting and music
2 people
Check safe walking routes
2 people

Event

Open doors for visitors
2 people
Welcome visitors
2 people
Register sign-ups
2 people
Distribute program
Introduce the artists
Lead a tour
2 people
Lead the painting workshop
2 people
Assist the ceramics demonstration
2 people
Guide the drawing demonstration
2 people
Supervise children's activity
3 people
Answer visitor questions
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Maintain the buffet
2 people
Collect used dishes
2 people
Replenish workshop materials
Clean work tables between uses
2 people
Empty trash bins
Guide visitors to the exit
2 people
Close sales records
2 people

Aftercare

Dismantle artworks
4 people
Dismantle exhibition panels
3 people
Collect workshop materials
3 people
Pack remaining catering
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Dispose of waste
2 people
Return artworks safely
3 people
Return borrowed materials
2 people
Store leftover materials
2 people
Send thank-you message to participants

What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 80
Reception desk
Stoolsqty 12
Display cubesqty 8
Coat racksqty 2
Waste binsqty 6
Table linenqty 10

Decorations

Display panelsqty 12
Easelsqty 10
Wall hooksqty 40
Picture hanging wiresqty 20
Exhibition labelsqty 40
Welcome sign
Program standsqty 4
Flagsqty 3
Flower arrangementsqty 4
Name badgesqty 50

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving boardsqty 6
Small bowlsqty 12
Carafesqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Glue gunsqty 6
Cutting matsqty 10
Apronsqty 20
Work glovesqty 10
Platform trolleysqty 2

Kitchen

Measuring cupsqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
Food containersqty 12

Lighting

LED spotlightsqty 8
Atmosphere lightsqty 8
Batteriesqty 24

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 4
Cleaning spraysqty 4
Microfiber clothsqty 20
Toilet brushesqty 2

Catering

Groceries

Tips

Set the date only after checking artist and workshop-leader availability. Keep the programme detailed enough to show workshop times, demonstrations and any registration limits.
Complete the registration process before finalising refreshments. Collect dietary requirements with the registration form and use the final numbers to plan cups, glasses, plates and drinks.
Measure every artwork, sculpture and ceramic piece before designing exhibition labels. A last-minute size change can affect panel placement, display cubes, easels and the printed floor plan.
Pack artworks safely and group workshop materials by session rather than by item type. This makes it faster to set up each table and reduces the chance of missing a small bowl, tool or demonstration supply.
Reserve a dedicated setup period before opening the venue. Allow time for tables and chairs, exhibition panels, hanging wires and labels, then chill drinks and place the programme where visitors can see it.

Frequently asked questions

How far in advance should I organise an Open Art Day?: Start at least 8 to 12 weeks ahead. Use the first few weeks to confirm the date, venue, artists, workshop leaders and programme, then open registration and begin promotion.
When should I send Open Art Day invitations?: Send the first invitations about 4 to 6 weeks before the event. Post reminders on social media and refresh posters during the final 10 to 14 days, when people are deciding their weekend plans.
How long does Open Art Day setup take?: Allow at least 3 to 4 hours for setup, and longer if many artworks need hanging. Set up furniture first, then panels and display pieces, followed by artworks, labels, workshop materials and refreshments.
When should I print the Open Art Day programme and floor plan?: Print them 2 to 3 days before opening, after registrations, artwork dimensions and workshop details are final. Keep a small spare stack at reception in case the programme changes or more visitors attend than expected.

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