Yes — it is possible, but you need to plan everything in advance and stay flexible. The Night of Museums is a great opportunity to see several places in one evening, but remember that many institutions limit the number of people allowed inside at once and have special reservation rules. If you prepare a plan with time buffers, divide the group into smaller subgroups and agree arrangements with chosen museums in advance, the evening can run smoothly and be enjoyable for everyone.
Many Krakow museums and institutions introduce special rules during the Night of Museums: discounted tickets, required pre-registration for guided tours and limits on the number of participants per entry. Typical single-entry limits are often around 20–30 people, which means that for groups of 30–60 you should consider splitting the group or booking different time slots. Below you will find practical tips, a ready action plan, a checklist and solutions for the most common challenges.
If you are organizing the outing as a chaperone, team leader or the person responsible for bookings — you are in the right place. I will guide you through what to do from first contact with museums to returning to the meeting point.
Practical note: the earlier you call or email museums (count in weeks, not days), the better your chances of reserving convenient time slots and getting greater flexibility when arranging a large group.
1. Gather basic information before you contact a museum: the exact number of people (including chaperones), preferred time window (e.g. 19:00–21:00), any special needs (access for people with disabilities, strollers, interpretation), and the phone number and email address of the contact person.
2. Ask about per-entry limits and the possibility of splitting the group - some venues accept 20–30 people per one tour, others can take larger groups for workshops or special presentations. If your number exceeds the limit, arrange subgroups and staggered time slots.
3. Ask about the reservation procedure (form, email, deposit), confirmation deadlines and cancellation rules. Some institutions require notification or confirmation many days in advance, especially for guided tours.
4. Find out about cloakroom availability, number of toilets and storage options — this matters for large groups on cooler or rainy evenings. Make sure the venue can accommodate sixty people (at least in rotation) and that it is safe with increased visitor flow.
5. Ask about additional attractions in the Night of Museums programme (workshops, demonstrations, themed tours) and whether they require pre-registration. It’s also good to ask if reservation holders have priority entry.
Step 1 - choose a maximum of 2–3 sites located close to each other: for groups of 30–60 it’s best to pick venues near each other (for example within the Old Town and Kazimierz or within one neighborhood) to minimize walking time.
Step 2 - split into subgroups: if one venue accepts max. 25–30 people per tour, divide your large group into 2 (or 3) smaller subgroups. Each subgroup books a different entry time or rotates between sites. This avoids queues and overcrowding.
Step 3 - schedule with buffers: build a timetable with 15–30 minute buffers between entries (time for walking, gathering, toilet breaks). Example: subgroup A – museum 1 at 19:00, subgroup B – museum 2 at 19:15, subgroup A – museum 3 at 20:00, etc.
Step 4 - subgroup leaders: appoint 2–4 people or chaperones who will be responsible for subgroups (gathering, attendance, a mobile contact number). This keeps communication simple and rotations smooth.
Step 5 - tickets and confirmations: collect money in advance if tickets are paid and carry copies of booking confirmations (printouts or offline screenshots). For larger groups don’t count on buying tickets on the spot without prior reservation.
Step 6 - contingency plan: have an alternative — a short visit to another nearby place, a cafe with an exhibition or a themed walk, in case of cancellations or entry limits.
- Private museums and workshop studios: they often have flexible booking conditions and offer group workshops (e.g. ceramics, local food workshops, illusion shows, interactive exhibitions) that can accept larger groups by arrangement.
- Municipal institutions and large museums: city and national museum branches usually take part in the Night of Museums and run special programmes, though they often enforce limits and require reservations for guided tours. It is often possible to buy promotional tickets for exhibitions and secure priority entry when you reserve in advance.
- Themed tours and workshops: if you want an activity for the whole group, booking workshops (hands-on activities, educational demonstrations) is often easier than trying to fit everyone into a single exhibition. Workshops have fixed limits but can sometimes be arranged for larger numbers after agreement.
- Venues with a large hall or auditorium: some institutions organise shows, lectures or short performances in rooms that can hold a large audience. This is a good solution if you want one shared programme item for everyone.
Rule of thumb: the earlier, the better. For groups of 30–60 you should start contacting museums 2–4 weeks before the event, and for especially popular venues — even earlier. Some institutions require notification at least 14 days in advance for groups with a guide or for special guided tours.
Night of Museums tickets are often cheaper or symbolic, but additional services — guided tours, workshops, audio sets — are usually paid. When planning your budget, include room for deposits, guide fees and organisational costs (e.g. coach tickets, group registration fees).
Summary of timing and costs: start planning at least 2 weeks in advance, preferably 2–4 weeks; prepare a budget that allows for extra charges; collect booking confirmations from venues.
- Attendance list with participants’ and chaperones’ phone numbers.
- Booking confirmations and emails from museums (printouts or offline screenshots).
- Cash and/or card payment options for tickets and possible extra activities.
- Route plan with entry times and meeting points; a map marking toilets and cloakrooms.
- A portable first-aid kit and basic hygiene items; emergency numbers (including the phone number of the responsible organiser).
- Group identification (e.g. colored wristbands, stickers, name lists) — helps to gather subgroups quickly.
- Contingency plan: an alternative venue or a short walking route in case of entry limits.
Problem: entry limits or lack of space for a guided tour. Solution: reserve subgroups in advance and agree different time slots; keep booking confirmations with you and enforce punctuality.
Problem: confusion when moving a large group through crowds. Solution: appoint subgroup leaders, use wristbands/IDs and set simple gathering signals (for example, the leader’s phone rings every 15 minutes).
Problem: long queues at ticket desks and entry points. Solution: buy tickets online where possible, or ask venues for group entry; split entries into several turns and have plan B — a short stroll where group members can wait comfortably.
Problem: logistical difficulties (cloakrooms, toilets). Solution: check cloakroom and toilet availability in advance, remember the weather and dress accordingly, and plan shorter, more frequent pauses for comfort breaks.
With a large group, safety is the top priority. Make sure everyone knows the meeting point and the contact number of the person in charge. Set a procedure in case someone gets lost (meeting point, contact number) and inform participants about it before entering a venue.
Remember accessibility: if the group includes people with limited mobility, check in advance for lifts, ramps and comfortable routes. Also ask about restrictions for strollers or medical equipment.
Don’t forget about comfort: the Night of Museums is an evening event — plan warm clothing, comfortable shoes and breaks for rest and drinks if you expect a lot of walking. For larger groups consider a rest point between visits.
19:00 - Gathering and a short welcome at the agreed square (instructions, distribution of wristbands)
19:15 - Split into 2 subgroups: A (23 people) and B (22 people)
19:30 - Subgroup A visits venue 1 (exhibition/program), subgroup B walks to venue 2
20:15 - Rotation: subgroup A moves to venue 2, subgroup B goes to venue 3 or takes part in a workshop
21:00 - Joint programme item (large hall, lecture or show), short break for tea/coffee
21:45 - Gathering and farewell, reminder of the return point and any transportation arrangements
Comment: this plan provides flexibility and time buffers. Always allow an extra 10–20 minutes for unforeseen delays.
- Start planning well in advance; large groups need more logistics than individual outings.
- Split the group, appoint leaders and stick to a timetable with time buffers.
- Communicate clearly with museums: confirmations and information about limits are your allies.
- Have a contingency plan and one agreed meeting point where everyone gathers if something goes wrong.
- Look after participants’ comfort: toilets, cloakrooms, breaks and clothing suitable for the weather.
In the end: the Night of Museums in Krakow is a magical evening full of discoveries — with a few simple organisational rules you can make sure a large group experiences it without stress and with smiles. Good luck with planning — I’m happy to help design a route or check availability of a chosen venue.
