Anniversary Art Exhibition Checklist and Planning Guide

Use this checklist to organise an anniversary art exhibition in the right order, from confirming the venue and artists to preparing the opening reception. The plan covers artwork selection, dimensions, transport, labels, floor planning, invitations, press outreach, registrations and catering. It also helps you account for details that are easy to leave too late, such as lighting, display equipment, dietary requirements, chilled drinks and a clear welcome route for guests.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve exhibition space
Confirm exhibition date
Confirm participating artists
2 people
Select artworks
2 people
Gather artist information
Record artwork dimensions
2 people
Plan artwork transport
2 people
Design invitations
Send invitations
2 people
Draft a press release
Distribute the press release
Publish the exhibition online
Process registrations
Collect dietary requirements
Book catering
Confirm photographer
Prepare opening speech
Select music for the opening
Create artwork labels
2 people
Create an exhibition floor plan
2 people
Prepare signage
Collect the artworks
3 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue
2 people
Unpack artwork
3 people
Clean walls and display cases
2 people
Set up tables and chairs
3 people
Hang artworks
3 people
Place artworks in display cases
2 people
Place artwork labels
2 people
Aim lighting at the artwork
2 people
Hang up decorations
2 people
Set up the cloakroom
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Test sound system
2 people
Review the opening speech
2 people
Hold team briefing
5 people

Event

Welcome visitors
3 people
Register guests
2 people
Manage the cloakroom
2 people
Deliver opening speech
Introduce the artists
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
Inform visitors
2 people
Support the artists
2 people
Supervise photography
Check toilets
Collect waste
See off the last visitors
2 people

Aftercare

Clean up catering
3 people
Wash dishes
2 people
Dismantle artworks
3 people
Pack artworks
3 people
Return artwork
3 people
Remove decorations
2 people
Put furniture back
3 people
Disconnect equipment
2 people
Clean the venue
3 people
Dispose of waste
2 people
Return borrowed materials
2 people
Store leftovers
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Reception tablesqty 2
Bistro tablesqty 8
Chairsqty 40
Coat racksqty 2
Display casesqty 4
Stoolsqty 6
Table skirtsqty 4

Equipment

Laptopsqty 2
Tabletsqty 2
Screensqty 2
Media playersqty 2
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6
Portable coolersqty 3

Lighting

Spotlightsqty 8
Atmosphere lightsqty 6
Light standsqty 4

Decorations

Flower arrangementsqty 6
Welcome sign
Directional signsqty 8
Adhesive hooksqty 40
Suspension wire setsqty 40
Photo framesqty 6

Tableware

White wine glassesqty 60
Water glassesqty 60
Coffee cupsqty 40
Coffee spoonsqty 40
Dessert platesqty 60
Serving spoonsqty 8
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Ice bucketsqty 3
Bottle openersqty 3
Coolersqty 3
Cutting boardsqty 3
Chef's knifeqty 2
Serving utensilsqty 8
Serving traysqty 6

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Cleaning clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Record each artwork’s dimensions before creating the floor plan. Allow time to adjust the layout when a piece needs more wall space, a display case or a different hanging height.
Confirm artwork transport before the collection date, including who is loading, unloading and returning each piece. Build in at least one buffer day so a delayed delivery does not affect installation.
Send invitations only after the exhibition date, venue and participating artists are confirmed. Set a registration deadline several days before opening night so catering numbers and dietary requirements are usable.
Test the microphone, speakers, screens, media players, spotlights and extension cords in the actual exhibition space before guests arrive. Check charging cables and power strips at the same time.
Prepare drinks, glasses, snacks and reception tables before the opening team becomes busy with guests. Chill wine and other drinks in advance, and place the welcome and directional signs before the first visitor arrives.

Frequently asked questions

How far in advance should I plan an anniversary art exhibition?: Start planning at least 8 to 12 weeks before the opening. Confirm the venue and date first, then allow time for artist participation, artwork transport, invitations, publicity, floor planning and catering.
When should I send invitations for an art exhibition opening?: Send invitations about 4 to 6 weeks before the opening, once the venue, date and participating artists are final. Set the RSVP deadline 7 to 10 days before the event so you can confirm catering and dietary requirements.
How many drinks should I provide for an exhibition opening?: For the first hour, plan on 2 to 3 drinks per guest, then about 1 drink per person for each additional hour. Add water and allow enough glasses for wine, water and coffee service without relying on immediate washing.
When should the exhibition floor plan and artwork labels be finished?: Finish the first floor plan at least 1 week before installation, using verified artwork dimensions. Complete and proof the labels several days before opening so names, titles and details can be corrected before printing and mounting.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.