What to Buy for an Open Studio Day

An open studio day needs more than artwork and workshop materials. Visitors move between demonstrations, exhibition areas and refreshment tables, so clear signs, labelled work and easy access to drinks make a real difference. Use this shopping list to prepare the venue, serve refreshments and equip creative workspaces. Check quantities against your expected visitor count, then shop at least two days ahead so you have time to chill drinks, test equipment and replace anything missing.

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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
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Spa Blauw - 8 bottles
- Sparkling water - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Lemonade - 3 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Salted crackers - 5 packs
- Wholegrain crackers - 4 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 50 pieces
- Mini sandwiches - 100 pieces
- Vegetarian wraps - 40 pieces
- Vegan wraps - 25 pieces
- Cookies - 6 packs
- Brownies - 50 pieces
- Vegan brownies - 20 pieces
- Napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Plan about 2–3 drinks per visitor for the first hour, then 1 drink per person for each additional hour. Add extra water for demonstrations and warm workspaces.
Allow one reusable cup per visitor plus 10% spare, and prepare roughly one coffee cup per expected coffee drinker. Wash and stack serving items before doors open.
Buy or gather enough directional signs for every turn from the entrance to the studios, workshops and refreshments. Prepare name badges and program cards for the full registered visitor list, plus 10% extra.
For each workshop, provide a separate set of scissors, cutting boards, knives and other shared tools rather than making visitors wait for one central set. Cover work tables before distributing materials.
Check power needs at least one day before the event. Match coffee machines, kettles and work lights with extension cords, power strips and cable mats, and keep walkways free of loose cables.

Frequently asked questions

How many drinks do I need for an open studio day?: For the first hour, plan 2–3 drinks per visitor, including water, coffee and other refreshments. Add about 1 drink per person for every extra hour, with 10% spare for unexpected visitors.
How many cups and plates should I buy for an open studio day?: Plan one reusable cup per visitor, one plate per visitor if food is served, and 10% extra of each. For 50 visitors, that means 55 cups and 55 plates.
When should I buy supplies for an open studio day?: Buy non-perishable supplies at least 3–5 days before the event. Get chilled drinks and fresh refreshments 1–2 days beforehand, leaving the final day for checking equipment and packing workshop materials.
How many name badges and program cards do I need?: Prepare one name badge and one program card for every registered visitor, then add 10% spare. For 80 registrations, prepare at least 88 of each.

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