Open studio day checklist

An open studio day combines an exhibition, working demonstrations and hands-on workshops, so the visitor flow needs planning before you set up the room. Confirm the artists, opening hours and programme first, then match each workshop with a workspace, materials and equipment. In the final week, focus on registrations, dietary requirements, artwork labels and signs. On the day itself, allow time for tables, exhibition walls, lighting, refreshments and a full safety check before visitors arrive.

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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
Create workshop layout
Plan the program and demonstrations
2 people
Design invitations
Send invitations
Publish event online
Process registrations
Collect dietary requirements
Create visitor list and badges
Inventory artworks and demonstrations
2 people
Assign workspaces per workshop
Set up materials per workshop
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
Label artworks
2 people
Make route and safety signs
Test the sound and lighting
2 people
Clean the venue
2 people
Set up tables and chairs
3 people
Cover work tables
2 people
Set up exhibition walls
3 people
Display artworks
3 people
Distribute creative materials
2 people
Set up the reception table
2 people
Set up coffee and drinks station
2 people
Arrange snacks on platters
2 people
Set out name stickers and program cards
Give participant briefing

Event

Open the doors and welcome visitors
2 people
Check off registrations
Direct visitors to the studios
2 people
Supervise open workspaces
3 people
Provide artist demonstrations
4 people
Lead the workshops
3 people
Serve coffee and tea
2 people
Refill snacks
2 people
Refill drinks
Clear work tables in between
2 people
Empty trash bins
Inform visitors about the closure

Aftercare

Pack artworks safely
3 people
Wash dishes and supplies
2 people
Take down tables and chairs
3 people
Remove decorations and signage
2 people
Thoroughly clean the workshops
3 people
Count and store materials
2 people
Store leftover food
Dispose of waste separately
2 people
Return borrowed items
2 people
Hand over the venue

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Stoolsqty 20
Exhibition wallsqty 8
Easelsqty 12
Clothes racksqty 2

Tableware

Reusable cupsqty 80
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 50
Serving plattersqty 12
Pitchersqty 6

Decorations

Tableclothsqty 10
Name badgesqty 80
Program cardsqty 80
Sticky tackqty 6
Adhesive tapeqty 8
Directional signsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8

Lighting

Work lightsqty 8

Kitchen

Cutting boardsqty 4
Knivesqty 6
Scissorsqty 12
Water jugsqty 6
Thermos flasksqty 4
Washing-up bowlsqty 3

Art supplies

Sketchbooksqty 30
Drawing paperqty 300
Pencilsqty 60
Colored pencilsqty 60
Markersqty 60
Acrylic paintqty 12
Brushesqty 40
Palletsqty 20
Mixing bowlsqty 30
Water bowlsqty 20
Protective apronsqty 30
Nitrile glovesqty 100
Protective filmqty 4
Drying racksqty 4
Labelsqty 100

Cleaning

Bucketsqty 4
Mopsqty 4
Hand broomsqty 3
Dustpan and brushqty 3
Spongesqty 10

Catering

Groceries

Tips

Set the programme before sending invitations. Include demonstration times, workshop capacity and registration details so visitors know whether they can drop in or need a place.
Assign every workshop a defined workspace and prepare its materials together. This prevents scissors, cutting boards, knives or other shared equipment from being moved between sessions.
Plan the visitor route before displaying artwork. Use directional signs at entrances, crossings and workshop areas, and keep cables covered with cable mats rather than relying on people to notice them.
Test sound, lighting and power at least one day before opening. Check extension cords and power strips under the actual load, especially where coffee machines, kettles or work lights share a circuit.
Chill drinks and prepare serving equipment on the morning of the event, not during opening. Put out reusable cups, pitchers and water jugs before the first visitors arrive, and keep a separate list for dietary requirements.

Frequently asked questions

How far in advance should I plan an open studio day?: Start at least 6–8 weeks ahead if several artists or workshops are involved. Use the first weeks to confirm the date, artists, programme and opening hours; leave the final week for registrations, shopping, labels and signage.
What should I prepare the day before an open studio day?: Set up or mark the tables, chairs, exhibition walls and workshop areas, then test lighting and sound. Also label the artworks, prepare badges and programme cards, check materials against the shopping list and refrigerate drinks if possible.
How many workshop places should I offer?: Set the number from the available workspaces rather than the expected crowd. Leave enough room for each participant to work safely and keep at least one clear route through the room; confirm the final capacity before processing registrations.
When should I set up refreshments for an open studio day?: Prepare cups, plates, cutlery, pitchers and serving areas before doors open, ideally 30–60 minutes in advance. Chill drinks early enough that they are cold at opening, and keep dietary information with the visitor list.

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