Art Exhibition Checklist: What to Arrange and When

An art exhibition needs more than a room and a list of artworks. You need time to confirm artists, insure and transport each piece, prepare labels and prices, and make the visitor route clear. This checklist takes you from venue booking and invitations to hanging, lighting, reception and refreshments. It also covers details that are easy to leave until the last day, such as condition checks, power supplies, coat check equipment and briefing the reception team.

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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 the venue and hall
Confirm artists and works
2 people
Checking exhibition insurance
Draft invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish program and opening hours
Check artwork list
2 people
Plan the room layout
2 people
Create work labels and price lists
Create route and house rules signs
Purchase catering and drinks
2 people
Transport Artwork Safely
3 people
Check the artworks for condition
2 people
Clean the room
2 people
Hang artworks
3 people
Place sculptures and pedestals
3 people
Aim lights at artwork
2 people
Place labels and directional signs
2 people
Set up reception and coat check table
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Briefing for reception team

Event

Welcome and register visitors
3 people
Manage the cloakroom
Guide artists and invitees
2 people
Give the opening speech
2 people
Guide tours
2 people
Serve snacks and drinks
3 people
Restock drinks and snacks
2 people
Check gallery space
2 people
Wave goodbye to visitors
2 people

Aftercare

Pack artworks safely
3 people
Return artwork
3 people
Dismantle furniture
2 people
Remove decorations and signage
2 people
Clean tableware and equipment
2 people
Collect and remove waste
2 people
Clean the hall and restrooms
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Reception tablesqty 2
Tall cocktail tablesqty 6
Chairsqty 24
Coat racksqty 2
Pedestalsqty 8
Bollardsqty 6

Equipment

Laptop
Printer
Payment terminal
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 6
Power stripsqty 6

Lighting

LED spotlightsqty 12
Mood lightingqty 4

Decorations

Framed information panelsqty 6
Tableclothsqty 8
Artificial flower arrangementsqty 6
Name card holdersqty 10
Cloakroom numbersqty 100

Art supplies

Hanging railsqty 20
Hanging hooksqty 40
Steel cablesqty 40
Wall plugsqty 50
Screwsqty 100
Bubble wrapqty 2
Moving blanketsqty 12
Work glovesqty 6
Measuring tapesqty 2
Spirit levelsqty 2
Cordless drill driversqty 2
Painter's tapeqty 6
Cable tiesqty 100

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 60
Small platesqty 60
Cake platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 12
Carafesqty 8

Catering

Groceries
Coolers with ice packsqty 3
Drink dispensersqty 4
Thermos flasksqty 6
Bottle openersqty 4

Registration

Guest book
Pensqty 12
Name stickersqty 100
Cloakroom ticketsqty 100
QR code cardsqty 20

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broom and dustpanqty 2
Sanitary glovesqty 4

Safety

Non-slip matsqty 4
Cable traysqty 10
Warning signsqty 4

Tips

Confirm the venue and artists before publishing invitations. Allow at least two weeks to collect registrations, dietary requirements and final artwork details.
Keep a condition record for every artwork before transport and again after arrival. Use gloves, bubble wrap and moving blankets, and do not rely on last-minute packing materials.
Plan the room layout on paper before installation day. Mark the position of hanging rails, pedestals, sculptures, signs, reception tables and the visitor route, leaving clear access between works.
Test lighting, payment equipment, the laptop, printer and every extension cord before opening. Bring spare power strips and check that spotlights can reach the planned display positions.
Prepare labels, price lists, house rules and directional signs before the artworks are hung. On opening day, chill drinks and set out coffee, tea and snacks only after the reception and coat check areas are ready.

Frequently asked questions

How far in advance should I organise an art exhibition?: Start at least 6 to 8 weeks before the opening. Book the venue, confirm artists and works first, then allow time for insurance, invitations, registrations, transport and installation.
How long does it take to set up an art exhibition?: Allow a full day for a small exhibition and longer if there are many framed works or sculptures. Reserve separate time for cleaning, hanging, lighting, labels, signs, reception and a final safety check.
What should I check before transporting artwork?: Record the condition of every piece before it leaves its current location and confirm the insurance cover. Pack fragile works with bubble wrap and moving blankets, and plan transport early enough to inspect everything on arrival.
How many drinks and snacks do I need for an exhibition opening?: For the first hour, plan on 2 to 3 drinks per guest, with extra water available. Prepare enough snacks for the full guest count and collect dietary requirements during registration rather than on opening 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.