What to buy for an anniversary art exhibition
An anniversary art exhibition needs more than artwork and invitations. You will need reception furniture, display and hanging supplies, lighting, signs, presentation equipment, and enough tableware for the opening reception. Buy or collect the items early enough to test the layout, check power access, and label each artwork before guests arrive. Use this list alongside your floor plan and guest count so you can adjust quantities without making a last-minute shop.
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
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 6 bottles
- Beer - 3 crates
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Mini bake-off rolls - 60 pieces
- Cream cheese - 4 tubs
- Brie - 2 kilos
- Young cheese - 2 kilos
- Hummus - 6 tubs
- Tapenade - 4 tubs
- Pesto - 3 jars
- Grapes - 4 kilos
- Apples - 30 pieces
- Pears - 20 pieces
- Cherry tomatoes - 3 kilos
- Cucumbers - 6 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 3 kilo
- Olives - 6 jars
- Salty sticks - 4 bags
- Mini quiches - 120 pieces
- Vegetable spring rolls - 100 pieces
- Falafel balls - 100 pieces
- Garlic sauce - 2 bottles
- Sweet chili sauce - 2 bottles
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Lemons - 12 pieces
- Fresh mint - 4 bunches
- Salt - 1 pack
- Pepper - 1 grinder
- Olive oil - 1 bottle
- Napkins - 300 pieces
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Cocktail picks - 200 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Parchment paper - 1 roll
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Paper towels - 6 packs
- Hand sanitizer - 4 bottles
Tips
- Allow one reception table for every 30–40 guests, then add enough bistro tables and chairs for guests who will stay for drinks and conversation. Reserve coat racks before the final guest numbers are known, especially for a winter opening.
- For the first hour, plan roughly two to three drinks per guest, plus water throughout the reception. Chill drinks at least 4 hours beforehand and use portable coolers if the venue has limited refrigerator space.
- Prepare at least one glass per expected guest for the opening pour, with an additional 10–15% for breakages and replacement glasses. Keep separate quantities for white wine glasses, water glasses and coffee cups rather than assuming one type will cover everything.
- Count one suspension wire set or approved hanging point per artwork, then add 10% spare supplies. Adhesive hooks should only be used where the venue permits them; confirm wall restrictions before buying hanging materials.
- Test every spotlight, speaker, microphone, screen and media player in the exhibition space at least 24 hours before opening. Bring extension cords, power strips and charging cables, and tape or secure cables so they do not cross guest routes.
Frequently asked questions
- How many glasses do I need for an art exhibition opening?
- Plan for one glass per guest for the initial service, plus 10–15% extra. For 80 guests, that means about 88–92 glasses, divided between white wine glasses, water glasses and coffee cups according to your drinks plan.
- How much food and drink should I buy for an exhibition opening?
- For the first hour, allow two to three drinks per guest and around 6–8 small snacks per guest. For 80 guests, that is roughly 160–240 drinks and 480–640 bite-sized snacks, with extra water available throughout.
- When should I buy supplies for an anniversary art exhibition?
- Buy durable items such as signage materials, suspension wire sets and tableware 1–2 weeks in advance. Chill drinks and buy fresh snacks on the day or the day before, depending on their shelf life.
- How many labels and signs do I need for an art exhibition?
- Prepare one artwork label for every displayed piece, plus 10% spare labels for changes or printing errors. Allow at least one welcome sign and enough directional signs to cover every entrance, turn or area where guests could lose their way.
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