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Members Timeline

This timeline is designed to help you prepare steadily and avoid last minute stress. Spreading tasks across the year makes September enjoyable for everyone.

January

Sign up to Registration Email Waitlist and Prepare Images

  • Sign up to email registration waitlist.
  • Confirm email address.
  • Check junk folder and spam settings.
  • Add [email protected] to contacts.
  • Collate studio images.
  • Collate making images.
  • Document work in progress for social media.
  • Collate good quality final work images for directory listing gallery (up to 18).

February

Plan Your Application

  • Confirm venue if not using your working space.
  • Ensure Public Liability Insurance is valid or will auto-renew.
  • Plan workshop and demonstration ideas to provide an open studios experience.
  • Consider accessibility (parking, steps, signage clarity).

March

Registration Opens 1st – 31st of March

  • Complete registration and application in full.
  • The email you use for your login is the email address that will be published online and in the book.
  • Pay entry fee by stripe or BACS (using the correct unique payment reference).
  • Double check all contact details are correct.

Please ensure your registration form is completed fully and accurately. Incomplete information will be a barrier to entry.

April

For Mentoring, Support and Promotion

  • Get involved in the community as early as you can.
  • Join the Facebook forum.
  • Regularly check your emails and junk folder for critical information.
  • Create social media posts to confirm you will be taking part in North East Open Studios. Official NEOS branding can be found by clicking here or visiting the page ‘Promote NEOS‘ (do not use old logos or branding).
  • Now is a great time to make a plan for your own social media campaigns to promote yourself in your local area. Consider building up anticipation on the approach to NEOS in September.
  • Take advantage of any zooms, training or mentoring. These offer the opportunity to network with fellow creatives, learn from each other and share ideas.
  • Tag @northeastopenstudios on Facebook, Instagram and TikTok. We can share and promote on our stories.

May

Proof Read Your Book Entry

  • Check your number is on the map and in the correct area. This is your responsibility. We will send you an email.
  • Check your venue address, postcode, email and phone numbers.
  • Check that your profile image looks as it should – this is not an opportunity to change your image and requests to do so will not be accepted.
  • Check all other details, including opening times and facilities.

We have time stamped records of your entries from the website. We will also received a time stamp of when you request to proof the book draft we send you.

It is your responsibility to check these, check for typos and grammatical errors. We work from what you provide and do not change anything.

June

Keep Promotional Momentum

North East Open Studios is responsible for promoting the whole event across a large geographic region. You are responsible for promoting yourselves locally and as individuals. Use local Facebook groups and post regularly.

  • Build anticipation by sharing posts of material unboxing, work in progress, studio pets, show the approach to your venue.
  • Promoting yourself only a few weeks or once or twice before September will likely reflect in poor visitor numbers.
  • People are busy and have busy lives – show them why they should visit you!

July

Trail Maps

  • Consider creating a trail map for your area or find out who is doing one near to you. Be proactive and helpful. Do not rely on things just being done for you.
  • Create a signage plan for your area and check local authority rules and regulations as well as local knowledge.

August

Ramp Up Your Marketing & Promotion

  • Create marketing materials for your studios or venue to distribute along with your books.
  • Talk to your neighbours, local shops, libraries etc.
  • Distribute your books – this year we are distrubting the bulk of them for you – but make sure you have some kept back for your venue.
  • Contact local newsletters, press, radio, podcasters.
  • Distribute books, flyers or trail maps at craft events and Highland Games.
  • If you have work for sale; create a pricing plan. Price and label all work.
  • Think about how you can take payment. Floats? Card Machines?

September

Final Preparations

  • Put up your yellow signs guides can be found here ‘Promote NEOS’.
  • If you have work for sale; check float / card reader / receipt system.
  • Create a social media post with your opening times over the 9 days. Post frequently.
  • Communicate with your fellow local creatives, send visitors to each other, work together to promote trail maps and each other online.
  • Photograph your studio during the event week.
  • Encourage visitor feedback using the QR code in the book.
  • Collect email addresses if people are happy to learn more from you.
  • Take your signs down promptly when the event is finished and look after them as you must keep them for three years if you plan to take part again.

October

Review and AGM

  • Reflect on what worked and what didn’t work.
  • Sometimes poor footfall has no reason other than it just being a bad year for your area. Try not take it personally.
  • Most visitors are lovely, very occasionally somebody might not have a filter and that’s okay.
  • Attend the AGM and networking event on the 25th of October 2026 – venue TBC.

Additional Notes

Action Prompts

  • Public Liability Insurance must be valid for the duration of the event.
  • Yellow signs must be taken down within 2 days of the event or you risk losing some and will have to pay to replace them.
  • Share event highlights on social media.
  • Nurture connections with fellow NEOS members or follow up and thank visitors if you collected email addresses. It’s a great way to let them know what you might be doing in the festive period.
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