What to buy for an open studio

An open studio needs more than art materials and display space. Visitors move between worktables, easels, information desks and refreshments, so plan supplies for both making and browsing. Use your registration count to calculate cups, glasses, plates and snacks, then add a small buffer for walk-ins and breakages. Check the studio’s existing inventory before ordering missing equipment, especially extension cords, power strips, kettles and cleaning supplies.

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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
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Mineral water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Lemons - 8 pieces
- Cookies - 6 packs
- Brownies - 48 pieces
- Mini quiches - 48 pieces
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Grapes - 2 kilos
- Apples - 40 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Crackers - 6 packs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Vegan spread - 4 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Hand soap - 3 bottles
- Paper towels - 4 packs

Tips

Plan two to three drinks per visitor for the first hour, then one drink per person for each additional hour. Include coffee and tea as well as chilled drinks, and prepare extra cups for people who return for refills.
Add 10% to your expected attendance when buying plates, glasses, cups and cutlery. This covers breakages, visitors who take a second plate and last-minute registrations without creating a large surplus.
Count every workstation before distributing materials. Match one easel or workstation to each planned participant, then check that extension cords and power strips reach the tables without creating trip hazards.
Prepare the information area at least one day ahead. Put out work signs, name badges, directional signs and clothespins before setup begins, because replacing missing labels during visitor arrival is easy to overlook.
Buy or confirm cleaning supplies before the studio opens, not after the event. Keep buckets, a mop and brooms available for spills, and place waste bins where visitors can reach them from both the worktables and refreshment area.

Frequently asked questions

How much food and drink do I need for an open studio?: For the first hour, allow two to three drinks per visitor; after that, plan one drink per person per hour. Buy snacks for the full registration count plus about 10% extra, especially if walk-ins are possible.
How many cups, glasses and plates should I buy?: Start with one complete set per expected visitor and add 10% for refills, breakages and late arrivals. If the open studio lasts several hours, plan extra coffee cups and glasses rather than relying on one item per person.
When should I order missing open studio supplies?: Check the studio inventory at least 7 days before the event and order missing supplies immediately. Fresh catering and other perishable items should be arranged closer to the event, according to the supplier’s delivery window.
What do I need for open studio workstations?: Count the planned workstations and provide a suitable table, chair or stool and easel for each one. Check extension cords and power strips at least 1 day before setup so equipment can be positioned safely.

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