What to buy for an open studio

An open studio needs more than drinks and snacks. Visitors should be able to find the entrance, follow the workshop route, identify each project and leave coats and comments somewhere practical. Use your confirmed visitor count to scale tableware and refreshments, then check display and information materials at least one week before opening. Buy perishable food two days ahead, chill drinks on the day and keep a small reserve for late arrivals.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
High tablesqty 4
Coat rack
Stoolsqty 12

Presentation

Pedestalsqty 8
Presentation boardsqty 6
Easelsqty 10
Work tablesqty 6
Clipboardsqty 4
Photo framesqty 12
Project labelsqty 50
Information boardsqty 8
Guest book
Name badge holdersqty 40

Tableware

Glassesqty 70
Coffee cupsqty 50
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Knivesqty 4
traysqty 4

Decorations

Tableclothsqty 8
Buntingqty 6
Vasesqty 8

Lighting

LED lampsqty 8
Extension cordsqty 6
Power stripsqty 6

Equipment

Flashlightsqty 3
Phone chargersqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broom and dustpanqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa sauce - 3 jars
- Salted nuts - 3 bags
- Olives - 3 jars
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 50 pieces
- Mini wraps - 80 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 1,5 kilo
- Turkey breast - 1 kilo
- Vegetarian spreads - 4 tubs
- Baguettes - 8 pieces
- Butter - 500 grams
- Cookies - 6 packs
- Brownies - 50 pieces
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Sponges - 2 packs
- Microfiber cloths - 2 packs
- Paper towels - 4 packs
- Bandage strips - 2 boxes
- Name stickers - 100 pieces
- Ballpoint pens - 20 pieces
- Printer paper - 2 packs
- Tape - 6 rolls
- Kneaded erasers - 4 packs
- Rope - 2 rolls

Tips

Plan for two to three drinks per visitor during the first hour, then add one drink per person for each additional hour. Chill the first batch before doors open and keep the rest in coolers.
Count one cup or glass per expected drink, plus 10% extra; for 50 visitors, that means at least 110 pieces of drinkware. Add plates, cutlery and serving utensils based on the number of snacks you will offer.
Prepare one clear project label for every displayed piece and make the route signs before setup day. Print 10% extra labels and signs so a damaged or missing copy does not leave a project unidentified.
Allow one information board or presentation surface at the entrance and one for each participating artist or work area. Bring clipboards, the guest book and name badge holders together at the reception table rather than searching for them during arrival.
Check furniture and display supports 48 hours before opening: tables, chairs, stools, easels, pedestals and work tables must fit the planned route. Keep fragile materials off cleared workbenches and reserve at least one table for reception and one for catering.

Frequently asked questions

What do I need to buy for an open studio?: Plan refreshments, drinkware, plates, cutlery and serving items, plus project labels, information boards and route signs. You will also need display supports and reception materials such as name badge holders and a guest book. Check the complete item list against your expected visitor count at least one week before the event.
How many glasses and cups do I need for an open studio?: Allow two to three drink portions per visitor in the first hour and one more per person for every later hour. Buy or borrow 10% extra drinkware; for 50 visitors and two hours, prepare about 165 cups or glasses if drinks are self-service.
When should I shop for an open studio?: Buy non-perishable serving and display supplies at least one week ahead. Buy fresh snacks about two days before opening, then chill drinks and prepare the catering table on the event day.
How many project labels and signs do I need?: Make one project label for every displayed piece, plus one route or information sign for each decision point and work area. Print or prepare 10% extra labels and signs, so 50 labels become 55 and replacements are available during setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.