Art exhibition checklist: what to arrange and when

An art exhibition needs more than a room and a collection of work. You need time to confirm artists, gather accurate artwork and pricing details, arrange transport, prepare publicity and plan the layout before installation day. This checklist takes you from booking the exhibition space through receiving, registering and hanging the artworks. It also covers practical details that are often left too late, such as insurance, technical equipment, dietary requirements and clear labels for visitors.

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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
Invite artists
Inventory artworks
2 people
Collect artist details
Collect job descriptions
Collect pricing information
Create exhibition map
2 people
Design invitations
Send invitations
Write publicity text
Publish the exhibition online
Distribute local publicity
2 people
Process registrations
Collect dietary requirements
Book catering
Coordinate art transport
2 people
Confirm opening speaker
Check insurance arrangements
Check the technical room
2 people
Receive artworks
3 people
Register artworks
2 people
Thoroughly clean the hall
3 people
Measure walls and hanging points
2 people
Hang artworks
4 people
Place sculptures
3 people
Attach captions
2 people
Hang up route signs
2 people
Adjust the lighting
2 people
Set up information table
2 people
Set up catering
3 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set up the registration table
2 people
Prepare name stickers
Carry out a safety check
2 people

Event

Open the doors
2 people
Welcome visitors
2 people
Register sign-ups
2 people
Inform visitors
2 people
Give the opening speech
Introduce the artists
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
Check gallery space
2 people
Remove waste regularly
Update sales information
Inform last visitors
2 people
Wave goodbye to visitors
2 people

Aftercare

Secure the artworks
2 people
Clean up catering
3 people
Wash dishes
2 people
Put furniture back
3 people
Dismantle artwork
4 people
Pack artworks
3 people
Return artwork
3 people
Clean the room
3 people
Dispose of all waste
2 people
Return borrowed items
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
High tablesqty 6
Stoolsqty 12
Tableclothsqty 6
Divider panelsqty 4

Presentation

Exhibition wallsqty 8
Pedestalsqty 6
Display casesqty 3
Hanging railsqty 12
Picture hooksqty 40
Steel cablesqty 40
Wall plugsqty 40
Screwsqty 40
Table easelsqty 10
Artwork labelsqty 40
Information boardsqty 8
Signage boardsqty 10
Artist cardsqty 40
Price listsqty 10
Protective filmqty 2

Equipment

LED spotlightsqty 16
Extension cordsqty 8
Power stripsqty 8
Cable rampsqty 6
Cordless drill driversqty 2
Spirit levelsqty 2
Laddersqty 2
Hand trucksqty 2
Presentation screen
Laptop
Microphone
Microphone stand

Tableware

Glassesqty 100
Coffee cupsqty 60
Platesqty 60
Dessert platesqty 100
Forksqty 100
Serving spoonsqty 8
Serving plattersqty 12
Carafesqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Serving traysqty 6
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Pliersqty 6
Measuring cupsqty 2

Registration

Registration formsqty 100
Name stickersqty 100
Ballpoint pensqty 20
Visitor bookqty 2
Clipboardsqty 4
Cash box
Cash float tray
Payment terminal

Decorations

Flower arrangementsqty 6
Table décorqty 6
White paperqty 2
Black markersqty 10
Double-sided tapeqty 4
Painter's tapeqty 6

Lighting

String lightsqty 4
Spare bulbsqty 10

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Toilet brushesqty 2

Transport

Moving blanketsqty 20
Bubble wrapqty 2
Moving boxesqty 20
Ratchet strapsqty 8
Labelsqty 100

Catering

Groceries

Tips

Confirm the exhibition date and space before inviting artists. Allow enough time afterwards to collect artist details, artwork dimensions, prices and transport requirements before creating the exhibition map.
Create the exhibition map after measuring every wall and hanging point. Mark the position of each artwork, information board and display case so the installation team is not making layout decisions on the day.
Arrange artwork transport and insurance before the receiving date, not when the first piece arrives. Keep a record of each work as it is received and registered, including its condition and final location.
Order or prepare labels, price lists, artist cards and signage at least several days before opening. Check names, titles, prices and spelling against the inventory rather than copying details from memory.
Test the technical room, LED spotlights, presentation screen and power connections before the hall is cleaned and the artworks are hung. Use cable ramps where visitors may cross extension cords, and keep ladders and hand trucks available during setup.

Frequently asked questions

How far in advance should I organise an art exhibition?: Start at least 8 to 12 weeks before the opening date. Use the first few weeks to secure the space, confirm artists and collect artwork information, then leave the final 1 to 2 weeks for publicity, transport and installation planning.
When should I invite artists for an exhibition?: Invite artists as soon as the venue and date are confirmed, ideally 6 to 8 weeks before opening. Set a firm deadline for artwork details, prices and transport information so you can complete the exhibition map and printed materials on time.
How long does it take to install an art exhibition?: Allow at least one full day for a small exhibition and 2 to 3 days for a larger display. Measuring walls, cleaning the hall, positioning panels, checking lighting, registering artworks and hanging work usually take longer than expected.
When should I arrange catering and collect dietary requirements?: Collect dietary requirements when guests register, then confirm the final numbers with the caterer 5 to 7 days before the opening. Add a small buffer to the confirmed guest count rather than waiting until the last day.

Start this plan in Lizzt

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