Open studio checklist: what to arrange and when

An open studio needs more than displaying finished work. You are coordinating artists, visitor numbers, a route through the workshop, refreshments and a safe working space at the same time. Start by confirming the date, opening hours and participating artists, then build your visitor list and collect dietary requirements. In the final days, focus on labels, signs, lighting, workbench clearance and the reception area so visitors can move through the studio without interrupting setup or production.

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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

Confirm the date and opening hours
Confirm participating artists
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Update visitor list
Gather artist information
Select pieces
2 people
Label the projects
2 people
Determine the route through the workshop
2 people
Create map and signs
Check the shopping list
Do the shopping
2 people
Chill drinks
Prepare snacks
2 people
Clean the workshop
3 people
Clear the workbenches
2 people
Store fragile materials safely
2 people
Set up tables and chairs
3 people
Set up exhibits
3 people
Set up lighting
2 people
Lay out name badges
Set up the reception table
2 people
Set up the catering table
2 people
Set out coffee and tea
2 people
Hang up signage
2 people
Check safety route
2 people

Event

Staff reception
2 people
Register visitors
2 people
Provide guided tours
2 people
Guide artists in their work
3 people
Serve snacks
2 people
Refill drinks
2 people
Keep tables clean and stocked
2 people
Remove waste regularly
Wave goodbye to visitors
2 people

Aftercare

Pack items safely
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Thoroughly clean the workshop
3 people
Remove decorations
2 people
Put materials back
2 people
Return borrowed materials
Clear away leftover catering

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
High tablesqty 4
Coat rack
Stoolsqty 12

Presentation

Pedestalsqty 8
Presentation boardsqty 6
Easelsqty 10
Work tablesqty 6
Clipboardsqty 4
Photo framesqty 12
Project labelsqty 50
Information boardsqty 8
Guest book
Name badge holdersqty 40

Tableware

Glassesqty 70
Coffee cupsqty 50
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Knivesqty 4
traysqty 4

Decorations

Tableclothsqty 8
Buntingqty 6
Vasesqty 8

Lighting

LED lampsqty 8
Extension cordsqty 6
Power stripsqty 6

Equipment

Flashlightsqty 3
Phone chargersqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Confirm the opening hours before sending invitations, then allow time for registration processing and visitor-list updates. A final list gives you a realistic basis for seating, name badges and refreshments.
Gather each artist’s information before selecting and labelling the work. Check spelling, project names and placement at least 48 hours before opening so labels do not become a last-minute printing task.
Decide the visitor route before moving furniture or exhibits. Mark changes in direction with signs and keep a clear path through the workshop, especially around workbenches, tables and fragile materials.
Finish the practical cleaning and storage work before setting up displays. Clear workbenches, secure fragile materials and clean the workshop first; otherwise you may need to move exhibits twice.
Prepare the welcome and catering points separately. Set out the reception table, name badge holders and guest book at the entrance, and chill drinks and prepare snacks close enough to serve without blocking the visitor route.

Frequently asked questions

How far in advance should I send open studio invitations?: Send invitations as soon as the date, opening hours and participating artists are confirmed. Close or review registrations 3 to 7 days before the event, then update the visitor list and catering quantities.
When should I prepare the open studio exhibits and project labels?: Select the pieces and prepare project labels at least 48 hours before opening. Set up the exhibits and check the route and signs on the day before, leaving only minor adjustments for event day.
How many drinks do I need for an open studio?: Plan for about 2 to 3 drinks per visitor during the first hour, then roughly 1 drink per person for each additional hour. Keep extra water available and chill the drinks before guests arrive.
What should I do on the day before an open studio?: Clean the workshop, clear the workbenches, store fragile materials safely and check the shopping list the day before. Set up tables, chairs, exhibits, lighting and signs then, so the final check can take about 60 to 90 minutes.

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