What you need for a studio route

A studio route needs more than artwork and open doors. Visitors must be able to find each workshop, understand the programme and move safely between locations. This shopping list covers the practical items for information points, catering, presentations, lighting and route signage. Check quantities against the number of studios, visitors, volunteers and opening hours before ordering, especially for printed materials, power equipment and refreshments.

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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
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- White beer - 24 bottles
- Rosé - 6 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Baguettes - 12 pieces
- Whole grain bread - 4 loaves
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Brie - 1.5 kilos
- Gouda cheese - 2 kilos
- Smoked chicken breast - 1 kilo
- Cucumbers - 2 kilos
- Cherry tomatoes - 2 kilos
- Bell peppers - 1 kilo
- Grapes - 3 kilos
- Apples - 3 kilos
- Bananas - 2 kilos
- Mixed nuts - 1 kilo
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Olives - 1 kilo
- Salted crackers - 6 packs
- Rice cakes - 4 packs
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Ice cubes - 15 kilos
- Paper napkins - 500 pieces
- Paper cups - 250 pieces
- Trash bags - 40 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 12 pieces

Tips

Allow one information desk per main entrance or registration point, with enough chairs for visitors who need to wait or ask questions. Keep route maps, name badges and programme information together so volunteers do not have to leave the desk.
Print route maps and directional arrows before the event, then prepare spare copies for each studio and information desk. A small buffer of 10–15% prevents a busy opening period from leaving visitors without directions.
For a four-hour opening, plan roughly two to three drinks per visitor during the first hour, then about one drink per person for each additional hour. Match cups, glasses, plates and cutlery to the catering order, and add at least 10% extra for breakage and unexpected guests.
Check every workshop for sockets and cable length at least one week before opening. Bring extension cords, power strips and battery lamps, and keep walkways clear so presentation and lighting equipment does not create a trip hazard.
Prepare one labelled set of presentation and communication equipment for each location that needs it. Test laptops, microphones, portable speakers, screens and projectors at least 24 hours beforehand, including adapters and sound levels.

Frequently asked questions

What should I buy for a studio route?: Plan for route maps, arrows, information boards, name badges, information desks and seating, plus catering and serving items. You may also need coffee machines, kettles, coolers, power equipment, presentation equipment and extra lighting for individual workshops.
How many route maps do I need for a studio route?: Print at least one map for every expected visitor, plus 10–15% spare copies. Keep additional copies at each entrance, information desk and participating studio so visitors can start or rejoin the route at different points.
How much catering do I need for a studio route?: For the first hour, allow about two to three drinks per person; after that, plan around one drink per person per hour. Add roughly 10% extra cups, glasses, plates and cutlery, particularly when several studios serve visitors independently.
When should I prepare the equipment for a studio route?: Confirm quantities and reserve specialist materials at least two weeks before the route. Test projectors, screens, microphones, speakers, laptops, extension cords and lighting at least 24 hours before opening, and check the setup again when each workshop is unlocked.

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