Exhibiting studio checklist

Studio checklist

Artists are responsible for security and safety at their individual studios.

Pentlands Open Studios committee and Pentlands Arts Festivals CIC do not accept any liability for individual studios. However, our event insurance requires each studio to have their own risk assessment (see below).

Risk assessment

Each studio requires a risk assessment. This is due to the POSt2025-26 event insurance we have taken out. If you are sharing a studio, decide who is responsible for the risk assessment. Check the Risk assessment template supplied (Word, PDF) and consider additional risks and mitigations bespoke to your studio. Replace all the TBDs in the template, delete anything not relevant to you, save and return to John by email. The result should be a different risk assessment for each studio or exhibition space.

Before the event

  1. Attend the Studio Pack collection meeting.
  2. Ensure you have your own public liability insurance valid for the art trail weekend dates, (see Terms and Conditions).
  3. If relevant notify your house insurer about the weekend event well in advance. This is up to you, but many house insurance policies require to know.
  4. Display your studio number banner (supplied) to be visible from the street. It should ideally be seen by drivers as well as pedestrians. Consider also adding balloons, etc, to catch the eye. Cable ties and balloons are supplied in the studio pack.
  5. Display any additional arrows necessary to guide visitors to your entrance. Branded arrows are supplied in the studio pack. You need to fix them in place somehow; holes have been drilled.
  6. Consider displaying a sign near your entrance warning public that they enter at their own risk.
  7. Ideally, make a small display area for POSt art trail assets supplied:
    • Poster
    • Brochures
    • Map/stamps sheet
    • QR codes for donations, feedback forms, website (for newsletter sign up)
  8. Promote the donations, feedback, and newsletter to visitors during the Art Trail weekend. We only get Creative Scotland match funding if we reach our £500 target (£1,000 total).
  9. Consider refreshments to encourage visitors to stay longer.
  10. Be aware of your next nearest studios on the Art Trail so you can direct visitors there. Consider exchanging token display art works (e.g. post cards) with these artists so visitors can see why they should go to the next studios.
  11. Keep a tally of the visitor numbers to your studio each day. Collect email addresses if they prefer we sign them up to the newsletter.

 After the event

  1. If the studio you used was not yours, ensure you leave it as you found it.
  2. Complete the feedback form online and include visitor numbers for each day.
  3. Attend the post-POSt Art Trail party and return your recyclables (e.g. banners, arrows) for use again next year. If you cannot make the party, please arrange to return your recyclables. These include banners, branded arrows, unused cable ties, stamp, and ink pad.
  4. If you are approached to redeem a prize draw voucher to spend on your work, let us know before accepting it. This way, we can confirm and give you the money.