Studio route checklist: organize every stop without last-minute gaps

A studio route depends on many separate workshops working to one timetable. Confirm which studios are taking part first, then collect locations, opening hours and practical requirements before publishing the route. Registrations, dietary information, artist photos and printed maps need deadlines of their own. This checklist also covers volunteer coordination, workshop layouts, signage, presentations, lighting and catering, so visitors can move between studios without confusion.

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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

Confirm participating studios
2 people
Collect route and locations
2 people
Align opening hours per workshop
2 people
Send participant information
Process registrations
Collect dietary requirements
Collect artists' photo material
2 people
Design route map
2 people
Have the route map printed
Publish the program online
Send invitations
2 people
Send press release
Schedule social media posts
Plan the opening and tours
2 people
Make reservations for materials
Assign volunteers
2 people
Create a contact list for organizers
Prepare safety instructions
2 people
Create floor plans per workshop
2 people
Design signage
Prepare name badges
Print signage
Check presentation materials
2 people
Inventory artworks and labels
2 people
Place catering order
Sort route cards
2 people
Distribute materials by location
3 people
Buy drinks and groceries
2 people
Store drinks refrigerated
2 people
Prepare catering
3 people

Event

Open the setup location
2 people
Set up reception desk
2 people
Set up tables and chairs
4 people
Place artworks and labels
4 people
Check the lighting
2 people
Hang up signage
3 people
Prepare route maps
2 people
Test sound equipment
2 people
Set up the coffee and tea station
2 people
Arrange snacks on platters
3 people
Brief volunteers
2 people
Check the workshops by phone
2 people
Staff the reception desk
2 people
Register visitors
2 people
Hand out route maps
2 people
Direct visitors to the studios
2 people
Guide the opening
2 people
Guide tours
3 people
Lead the workshops
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
Communicate schedule changes
Announce evening program
Set evening light level
2 people
Guide visitors to the exit
2 people
Carry out the final workshop check
2 people
Close the reception desk
2 people

Aftercare

Secure artworks
4 people
Remove decorations
3 people
Dismantle tables and chairs
4 people
Wash dishes
2 people
Clean the venue
3 people
Dispose of waste
2 people
Gather borrowed materials
2 people
Return materials
2 people
Remove route signs
2 people
Clear away unused catering
2 people
Register lost and found items
Inform artists about pickup
Archive visitor data
Send thank-you messages
Archive photos and files

What to bring

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

Furniture

Information desksqty 4
Folding chairsqty 30
Tableclothsqty 6
Stoolsqty 12

Tableware

Coffee cupsqty 60
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 80
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Laptopsqty 2
Walkie-talkiesqty 6
Portable speakersqty 2
Microphonesqty 2
Presentation screensqty 2
Projectorsqty 2

Lighting

LED lampsqty 12
Light standsqty 8
Battery lampsqty 10

Decorations

Route arrowsqty 30
Information boardsqty 20
Photo framesqty 20
Name badgesqty 80
Name badge holdersqty 60
Poster puttyqty 10
Clothespinsqty 100
Rope rollsqty 4
Flower vasesqty 8

Kitchen

Water jugsqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 2
Bread knivesqty 2
Serving traysqty 6
Cool bagsqty 4
Labelsqty 100
Food containersqty 12
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Waste binsqty 8
Bucketsqty 4
Cleaning clothsqty 20
Broom setsqty 3
Mopsqty 3
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set a firm deadline for studio confirmations before designing the route map. Once the participating locations and opening hours are fixed, allow several working days to check the sequence and resolve overlaps.
Send participant information as soon as registrations open, including workshop addresses, opening times and accessibility details. Close registrations at least 3 days before the event so dietary requirements and name badges can be prepared.
Prepare one floor plan for every workshop and check presentation equipment on site at least 1 day beforehand. Test projectors, screens, microphones, speakers, extension cords and power strips rather than relying on a visual check.
Assign volunteers to specific studios and give each person a contact number, shift time and clear responsibilities. A contact list for organizers and walkie-talkies are especially useful when several locations are open at once.
Order catering only after you know the expected attendance and dietary requirements. Count cups, glasses, plates and cutlery separately, and arrange delivery early enough to set up coffee machines, kettles and coolers before visitors arrive.

Frequently asked questions

How far in advance should I organize a studio route?: Start at least 8 to 12 weeks before the event. Use the first 2 weeks to confirm studios and locations, then reserve time for the route map, publicity, registrations, volunteers and materials.
When should I publish the studio route program?: Publish the online program as soon as locations, opening hours and workshop descriptions are confirmed, ideally 3 to 4 weeks before the event. Send the printed route map to production at least 7 days before opening.
How many volunteers do I need for a studio route?: Plan at least 1 volunteer per busy studio or information point per shift, plus 1 floating coordinator for every 5 to 6 locations. Add separate cover for breaks if a shift lasts longer than 4 hours.
When should I test equipment and prepare workshop spaces?: Check presentation materials, floor plans, lighting and signage 1 day before the route. Test every projector, screen, microphone and speaker in its actual room, and leave at least 2 hours on event day for final 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.