Open Studio Day Checklist

An open studio day combines visitors, exhibitions, workshops, and refreshments in one working space. Start by setting the date and program, then manage invitations, registrations, dietary requirements, and workshop places before preparing the studio. In the final week, select and label the projects, confirm reservations, print the visitor list, and prepare the route. On the day itself, allow time to clean, arrange tables and exhibition walls, set up information and refreshments, and check every sign and power connection.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Process workshop registrations
Make reservations
Print the visitor list
Create route and map
Select pieces
2 people
Label the projects
2 people
Pack up exhibits
2 people
Check presentation materials
Do the shopping
2 people
Bring Materials to the Studio
2 people
Thoroughly clean the workshop
3 people
Clear work tables
2 people
Set up tables and chairs
3 people
Set up exhibition walls
3 people
Display projects
3 people
Set up workshop tables
2 people
Hang decorations
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
2 people
Set up the information table
Test the sound and lighting
2 people

Event

Welcome visitors
2 people
Provide guided tours
2 people
Lead the workshops
3 people
Serve snacks and drinks
2 people
Refill drinks
Collect tableware and waste
Wave goodbye to visitors
2 people

Aftercare

Pack the pieces safely
3 people
Put furniture back
3 people
Wash dishes
2 people
Clean the workshop
3 people
Dispose of waste
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 50
Exhibition wallsqty 6
Stoolsqty 8
Coat racksqty 2

Tableware

Coffee cupsqty 50
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Coffee potsqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2

Lighting

LED lampsqty 8
String lightsqty 4

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Welcome sign
Direction signsqty 8
Name badgesqty 50
Adhesive stripsqty 2

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 4
Measuring cupsqty 2
Thermos flasksqty 4
Washing-up tubsqty 2

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Waste binsqty 4

Catering

Groceries

Tips

Set the program before sending invitations. Include separate times for the open studio, workshops, and any registration deadlines so visitors know what they are signing up for.
Close workshop registration early enough to prepare materials and seating. Keep dietary requirements with the registration details rather than trying to collect them on the day.
Print the visitor list before opening and place it at the information table. Add name badges, a welcome sign, and direction signs so visitors can find the entrance, workshop area, and exhibition.
Finish the studio reset before displaying projects. Clear and clean the work tables first, then position exhibition walls, tables, chairs, and stools so the visitor route remains open.
Check practical equipment before guests arrive. Test coffee machines, kettles, LED lamps, speakers, extension cords, and power strips, and chill drinks while coffee, tea, snacks, plates, and serving utensils are prepared.

Frequently asked questions

How far in advance should I send open studio day invitations?: Send invitations at least 3 to 4 weeks before the event. Set a registration deadline about 7 days before opening so you can print the visitor list, check workshop numbers, and buy refreshments.
When should I collect dietary requirements for an open studio day?: Ask for dietary requirements during registration and review them 5 to 7 days before the event. This leaves time to adjust the shopping and label suitable snacks or drinks.
How long does it take to set up an open studio day?: Allow at least 3 to 4 hours for the final setup, depending on the number of exhibits and workshop tables. Cleaning, furniture placement, displaying projects, signage, refreshments, and equipment checks take longer than arranging the room alone.
What should I prepare the day before an open studio day?: Pack exhibits, label projects, check presentation materials, prepare the visitor list, and bring materials to the studio the day before. Chill drinks and make coffee and tea on the event day so they are ready when visitors arrive.

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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.