What to buy for an open studio day

An open studio day needs more than artwork and a clean room. Visitors need a clear welcome point, places to sit, refreshments, directions and enough light to view the projects properly. Plan drinks and snacks for the number of registered visitors, then add serving equipment and spare tableware so a busy first hour does not leave you washing cups. Buy or gather everything at least two days ahead, and bring workshop materials to the studio before setup day.

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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
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Grape juice - 2 packs
- Ice cubes - 6 bags
- Baguettes - 8 pieces
- Cream cheese - 4 tubs
- Hummus - 4 tubs
- Young cheese - 1 kilo
- Brie - 4 pieces
- Grapes - 4 kilos
- Apples - 50 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Nut mix - 2 kilo
- Olives - 4 jars
- Herb butter - 4 tubs
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Paper napkins - 200 pieces
- Paper cups - 100 pieces
- Parchment paper - 1 roll
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls

Tips

Plan two to three drinks per visitor for the first hour, then add extra water for anyone staying through a workshop. Chill drinks in coolers before guests arrive rather than relying on a single refrigerator.
Allow one coffee cup, one drinking glass and one plate per expected visitor, plus roughly 10% extra. That means 44 of each item for 40 visitors, which covers breakage and late arrivals.
Prepare one welcome sign, one visitor-list station and enough name badges for every registered guest. Pack adhesive strips and direction signs together so they are ready when the exhibition walls go up.
Check power needs before bringing coffee machines, kettles, LED lamps and speakers into the studio. Keep extension cords and power strips separate, and avoid running more than one high-power appliance from the same outlet.
Use serving platters, tongs, cutting boards and bread knives for snacks, and keep measuring cups and thermos flasks with the coffee and tea supplies. Pack these kitchen items in one labelled box so they do not get buried under display materials.

Frequently asked questions

What do I need to buy for an open studio day?: Plan for refreshments, cups, glasses, plates, cutlery, serving items, signs, name badges and any workshop materials visitors will use. Also check whether you need extra lighting, extension cords, tables, chairs or coat racks for the expected attendance.
How many drinks should I prepare for an open studio day?: Prepare two to three drinks per visitor for the first hour, including water, coffee or tea and cold drinks. For 40 visitors, that is 80 to 120 servings before allowing extra for a longer workshop or late arrivals.
How much tableware do I need for an open studio day?: Start with one coffee cup, glass, plate and cutlery set per visitor, then add 10% spare. For 40 people, prepare at least 44 of each item if possible.
When should I buy supplies for an open studio day?: Buy non-perishable supplies and check borrowed equipment at least two days before the event. Chill drinks and prepare fresh snacks on the day, while signs, name badges and serving equipment should be packed and ready the evening before.

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