Open studio checklist: what to arrange and when

An open studio needs more than an open door and a few tables. You need to secure the space, register visitors, confirm artists and works, prepare materials for each workstation, and make the route through the studio clear. Plan refreshments and fresh catering close to the event, while tables, easels, artwork displays, signs, and waste bins can be prepared earlier. This checklist puts the practical work in a workable order so setup does not become a last-minute rush.

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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

Record date and times
Reserve the studio space
Register for open studio
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the program and house rules
2 people
Check material inventory
2 people
Order missing supplies
Set up work tables
2 people
Confirm artists and works
Share route and parking
Do the shopping
2 people
Buying fresh catering
2 people
Check the venue
2 people
Set up worktables
3 people
Set up chairs and stools
2 people
Set up easels and workstations
2 people
Distribute materials per workstation
3 people
Hang artworks
2 people
Set up information tables
2 people
Prepare coffee and tea
2 people
Chill drinks
Set out snacks
2 people
Place waste bins
Check lighting and ventilation

Event

Staff the reception desk
2 people
Welcome visitors
2 people
Provide guided tours
2 people
Supervise live demonstrations
3 people
Assist participants with materials
2 people
Restock work tables as needed
2 people
Serve coffee and tea
2 people
Refill drinks
Refill snacks
Collect used materials
2 people
See off the last visitors
2 people

Aftercare

Pack artworks safely
2 people
Sort and store materials
3 people
Wash dishes
2 people
Collect and remove waste
2 people
Clear tables and chairs
3 people
Clean the room
3 people
Return borrowed items
2 people
Store leftover materials
2 people
Distribute unsold catering

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 45
Stoolsqty 12
Reception desk
Information desksqty 2
Clothes racksqty 2

Equipment

Easelsqty 12
Extension cordsqty 6
Power stripsqty 6
Bluetooth speaker
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 2

Kitchen

Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4
Serving plattersqty 8

Tableware

Coffee cupsqty 45
Glassesqty 45
Platesqty 45
Cutlery setsqty 45

Decorations

Tableclothsqty 10
Work signsqty 20
Name badgesqty 50
Directional signsqty 6
Clothespinsqty 50

Lighting

String lightsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Spongesqty 6

Art supplies

Drawing paperqty 200
Watercolor paperqty 100
Sketchbooksqty 20
Colored pencilsqty 20
Graphite pencilsqty 30
Charcoal markersqty 20
Erasersqty 30
Pencil sharpenersqty 15
Acrylic paint setsqty 12
Brushesqty 60
Palletsqty 20
Mixing bowlsqty 30
Water potsqty 30
Apronsqty 30
Protective filmqty 2
Paper towelsqty 6
Tapeqty 12
Painter's tapeqty 8
Scissorsqty 20
Glue sticksqty 30
Rulersqty 15
Cutting matsqty 6
Clayqty 10
Sculpting toolsqty 12
Kraft paper rollsqty 4

Catering

Groceries

Tips

Confirm the date, opening hours, studio access, and parking details before sending invitations. Visitors need the route and arrival information early, especially if the studio is difficult to find.
Check material stock at least one week before the open studio. Count what each workstation needs, then order missing supplies before you start setting out tables and materials.
Ask for dietary requirements during registration rather than on the day. Use the final registration count to plan coffee, tea, drinks, snacks, plates, cups, glasses, and cutlery.
Create the visitor route before hanging artworks and placing information tables. Leave clear space around work tables, easels, stools, extension cords, and power strips so visitors can move safely.
Complete the venue check before opening: test coffee machines, kettles, lighting, speaker, and power connections, then place directional signs, name badges, waste bins, and cleaning equipment where they can be found quickly.

Frequently asked questions

How far in advance should I plan an open studio?: Reserve the studio and record the date and opening hours as soon as they are known. Send invitations after the registration process and visitor information are ready, then check registrations and dietary requirements again about 7 days before the event.
How many workstations do I need for an open studio?: Plan one prepared workstation for each person expected to work at the same time. Add at least 10% spare capacity where possible, so a missing chair, stool, easel, or material does not stop someone from participating.
When should I order materials for an open studio?: Check the material inventory at least 7 days before the event and order missing supplies immediately. Distribute materials per workstation during setup, not while visitors are already arriving.
How much food and drink should I prepare for an open studio?: Use the final registration count as your base and prepare around 2 to 3 drinks per person for the first hour, including coffee, tea, and cold drinks. Buy fresh catering as close to the event as practical, usually 1 day before or on the day itself.

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