The Night of Museums in Krakow is an event that attracts tens of thousands of people every year. It’s a great opportunity to visit places usually closed at night, but importantly it’s also a time when museums can have long queues and limits on guided tours or access to specific rooms.
For a group of 30-60 people a spontaneous approach rarely works: many branches set limits on guided tours (often around 20-30 people), and some events require advance reservation of places. So: plan, book, split up where needed - and enjoy yourselves.
This article gives you concrete tips, ready-made route ideas and practical logistical solutions so the Night of Museums is comfortable for your group instead of a rush from one exhibit to another.
Treat this as a helpful checklist of tips that will work when planning any larger group for one of the upcoming Night of Museums editions.
Check the event organizer’s website and the individual museums in advance. Many institutions announce the Night of Museums program a few weeks before the event and open bookings for guided tours and workshops then.
Watch for limits: some guided tours or activities are limited to the number of seats or to safety regulations — often 20-30 people. For a group of 30-60 you will usually need to book several time slots or ask the museum to prepare a special group visit.
Buying tickets in advance will save you stress. In recent editions many venues introduced a small admission fee for Night of Museums events — this helps control flow and speeds up entry.
Contact the institution directly: write or call in advance and describe the number of participants and any preferences (do you want a guided tour, how much time do you have, are there people with limited mobility). Often you can arrange special entry times or division into smaller guided groups.
Breaking into subgroups is key. Optimal sizes are 10-15 people per subgroup for museum guided tours, and 15-20 people for visiting larger spaces such as hangars or gardens.
Ways to split the group:
- by interest (art, history, technology),
- by pace (faster and slower walkers),
- randomly, if you want to mix people and encourage interaction.
Staggering times: when booking subgroups, ask for entrance times staggered by 20-30 minutes. That way you avoid crowds and queues while still allowing the whole group to pass through several program points within a similar time window.
People in charge: appoint 2-3 contact persons (coordinators). This makes communication with museums easier and allows quick response when plans change.
Choose venues with large open spaces and several rooms or halls — they can accommodate more people and allow you to split the group into smaller teams. Types of places that usually work well:
- technical museums and hangars (places with large exhibition halls) - the space makes rotation and viewing easier without congestion,
- major national museums and branches (several rooms, separate entrances) - they allow splitting the route,
- castle courtyards and gardens - great as a buffer between indoor visits, a place to rest and regroup,
- museums with organized educational offers and workshop modules - they have experience working with groups.
Keep in mind that some very popular central exhibitions may have strict entry limits and queues - ask about special entry for reserved groups.
Examples of venue types that work in practice for larger groups:
- large exhibition spaces and technical museums (easier access, lots of room),
- branches of the National Museum and institutions with multiple exhibition rooms,
- castle gardens and courtyards,
- museums offering outdoor tours or programs.
Below are two route models you can adapt to your time and preferences. Treat each as a skeleton - allow an extra 15-30 minutes between points for walking and regrouping.
Route A - "large spaces and smooth flow" (for groups who want to avoid cramped interiors):
- 19:00-20:00: technical museum/hangar - split into 2 subgroups of 15-20 people,
- 20:30-21:15: large branch of the National Museum or MOCAK - one subgroup tours indoors while the other rests in the courtyard/garden, then swap,
- 21:30-22:15: walk to castle gardens or another outdoor spot - shared time,
- 22:30-23:15: final stop - temporary exhibition with limited access (book two entry slots).
Route B - "classics and central attractions" (for groups wanting to see the city’s icons):
- 19:00-19:45: branch of the National Museum / permanent exhibition - split into 2-3 subgroups,
- 20:15-21:00: Wawel - visit the gardens and outdoor spaces as a full group (if accessible),
- 21:30-22:15: contemporary art museum/gallery - smaller subgroups for guided tours,
- 22:30-23:00: short walk around the Market Square or nearby streets to finish.
In every route: book in advance and flexibly adjust the number of subgroups to the institution limits.
Transport: choose points close to each other if you plan to walk. For longer distances consider hiring a bus or tram - this saves time and keeps the group together.
Food and drinks: many people will want a snack during breaks. Plan short stops in places with benches or museum gardens, or reserve tables at a nearby restaurant for a later time. Remember restrictions - food is not allowed everywhere indoors.
Toilets: with a big group always have a map of restroom locations at each stop. Queues can be longer during the Night of Museums, so it’s wise to schedule shorter, more frequent breaks.
Meeting points: pick a fixed meeting spot after each program segment (a fence, a bench, a distinctive sculpture) and stick to it. That way, anyone separated from the group can find you quickly.
People with limited mobility: before booking check for lifts, ramps and adapted toilets. Let the museum know about participants’ needs in advance - they often help arrange a calmer entry.
Safety: for a group of 30-60 it’s useful to have wristbands or badges identifying participants, especially in crowded places. Agree on meeting rules and what to do if someone gets lost (for example, a coordinator phone number).
Insurance and rules: remember some museums have their own rules regarding behavior, photography and backpacks. Inform participants before entry.
Don’t forget comfortable shoes - the Night of Museums often involves a lot of walking and stairs.
2-4 weeks before: check the museums’ programs, book time slots and buy tickets where possible.
7-3 days before: confirm reservations by phone or email, agree the number of participants and any special needs.
The day before: split participants into lists, appoint coordinators, prepare a short info sheet for the group (map, schedule, meeting point).
On the day: bring some cash and cards, phone powerbanks, water and comfortable shoes. Remind participants to arrive punctually at the designated meeting point.
After the event: summarize the experience with the group - what worked and what to improve next time. This will help when organizing future group outings.
Be flexible - even the best plan can change due to queues or entry limits. Always have a plan B.
Leave some time for spontaneous discoveries - short concerts, shows and workshops often appear that night and add colour to the evening.
If you’d like, I can help plan a route tailored to your group: we’ll choose venues based on interests, mobility needs and logistics. Tell me how much time you have and what you expect - I will propose a concrete, refined plan.
Good luck and enjoy the Night of Museums - Krakow is full of ideas and surprises then, and a well-planned visit for a larger group can bring a lot of fun and shared memories.
Where to eat: plan short breaks near the Main Market Square or Kazimierz where you’ll find many cafés and bistros open late. If you want to book a table for a large group, do it well in advance; many restaurants fill up quickly on event nights.
Mobile reception and meeting: pick simple, clearly visible meeting points (a café façade, a statue, or a specific bench). Share coordinator phone numbers and encourage everyone to carry a powerbank.
What to bring: ID for any reduced tickets, comfortable shoes, a small torch if you plan to move between dimly lit areas, water and some cash for small purchases.
If plans change on the night: keep coordinators in charge of quick decisions. Move to the nearest outdoor spot to regroup and communicate the updated plan to all participants.
Where to get help: contact museum staff at information desks on site if you need faster entry, accessibility support or information about toilets and cloakrooms.
