What to buy for an anniversary photo exhibition

An anniversary photo exhibition needs more than printed photographs and frames. This shopping list covers the items guests, caterers and exhibitors tend to need on the day, from water glasses and coffee equipment to captions, route signs and a guest book. Check the venue’s furniture and tableware inventory before buying anything. Then match quantities to your guest list, the number of displayed works and the length of the opening programme.

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What to bring

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

Furniture

Exhibition panelsqty 12
Tablesqty 8
Chairsqty 24
High tablesqty 6
Stoolsqty 8
Coat racksqty 2
Coat hangersqty 90
Display casesqty 2
Cleaning trolleys

Tableware

Dessert platesqty 100
Coffee cupsqty 80
Wine glassesqty 100
Water glassesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving traysqty 8
Coffee thermosesqty 4

Decorations

Photo framesqty 60
Printed photosqty 60
Photo captionsqty 60
Welcome sign
Route signsqty 6
Tablecloth setsqty 8
Flower arrangementsqty 6
Guest book
Pen setsqty 3
Name badgesqty 100
Gift table sign
Photo holdersqty 12
Ribbonsqty 4

Equipment

Laptop
Printer
Label printer
Speakersqty 2
Microphone
Camera
Memory cardsqty 3
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 10
Cable tiesqty 50
Display standsqty 4

Lighting

Photo spotsqty 8
LED lightsqty 6
String lightsqty 4

Kitchen

Coolersqty 4
Thermos bottlesqty 4
Cutting boardsqty 3
Serving tongsqty 6
Bread knivesqty 2

Cleaning

Trash binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 4 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Rosé - 4 bottles
- Bubbles - 6 bottles
- Ice cubes - 10 bags
- Lemons - 10 pieces
- Cucumbers - 6 pieces
- Grapes - 4 kilos
- Apples - 40 pieces
- Mandarins - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Olives - 4 jars
- Salted nuts - 3 bags
- Cheese cubes - 3 kilo
- Brie - 6 pieces
- Grape jam - 2 jars
- Baguettes - 12 pieces
- Crackers - 8 packs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilos
- Mini wraps - 8 packs
- Bell peppers - 12 pieces
- Vegan snack bites - 6 packs
- Gluten-free crackers - 3 packs
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles

Tips

Count one frame or suitable photo holder for every displayed print, plus a small reserve of two or three holders for damaged prints or last-minute layout changes.
Plan tableware from the registration list, not the room capacity: allow one water glass per guest, one wine glass for each expected wine drinker, and 10% extra for breakage or delayed collection.
Prepare one name badge and one pen for every guest who needs identification, then add at least 10 spare badges and 5 spare pens for late registrations and replacements.
Order captions at the same time as the photo prints. Keep at least two spare caption sheets and bring route signs, a welcome board and a gift-table sign so visitors can navigate without asking staff.
If catering includes coffee, check the number of coffee thermos flasks and cups against the service period. For an opening lasting up to two hours, prepare enough cups for one serving per guest plus 10% extra.

Frequently asked questions

How many photo frames do I need for an anniversary exhibition?: Buy one frame for each photograph you will display, then add 2 to 3 spare frames or photo holders. This gives you replacements for damaged prints and flexibility when the wall layout changes.
How much tableware is needed for an exhibition opening?: Plan one water glass per guest and one wine glass per expected wine drinker, with about 10% extra. For dessert, provide one dessert plate and one cutlery set per guest, plus spares for late arrivals.
How many name badges and pens should I buy?: Prepare one badge for every registered guest who needs one, plus 10 spare badges. Buy at least 5 spare pens so guests can correct details or staff can replace lost pens during registration.
When should I buy the exhibition supplies?: Order printed photos, frames and captions early enough to inspect them before the opening. Finish the main shopping at least 3 to 5 days beforehand, leaving the final day for checking quantities and gathering materials.

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