Art exhibition checklist: what to arrange and when

An art exhibition involves more than selecting and hanging the work. You need time for artist confirmations, artwork transport, labels, visitor information, promotion and the practical setup at the venue. Start with the date and space, then work towards a complete inventory and installation plan. This checklist helps you see what needs to be arranged early, what can wait until the final week, and what is easy to forget on opening day.

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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

Set exhibition date
Reserve venue
Invite artists
Confirm attendance
Inventory artworks
2 people
Plan transport of works
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Compile program
Publish opening hours
Collect artist biographies
Prepare work lists
Design art labels
Post promotion online
Distribute posters
2 people
Create directions
Check accessibility
2 people
Collect the artworks
3 people
Check artworks
2 people
Store artworks temporarily
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Clean the venue
2 people
Set out furniture
3 people
Set up exhibition walls
3 people
Place baseboards and easels
2 people
Install lighting
2 people
Hang artworks
3 people
Attach art labels
2 people
Place program and signs
2 people
Set up the reception table
2 people
Build the catering buffet
3 people
Set up the registration desk
2 people
Test the equipment
2 people
Conduct a safety check
2 people

Event

Welcome visitors
3 people
Register sign-ups
2 people
Serve welcome drinks
3 people
Handle the opening
2 people
Introduce the artists
Serve snacks
3 people
Answer visitor questions
2 people
Refill drinks
2 people
Restock the buffet
2 people
Guard the exhibition
2 people
Wave goodbye to visitors
2 people

Aftercare

Dismantle artworks
3 people
Return artwork
3 people
Put furniture back
3 people
Remove decorations
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Clear away equipment
2 people
Store leftover catering
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Exhibition wallsqty 8
Skirting boardsqty 8
Tablesqty 6
Chairsqty 30
Reception desk
Clothing rack

Presentation

Works of artqty 30
Replacement framesqty 20
Pedestalsqty 4
Painting easelsqty 6
Art labelsqty 35
Program leafletsqty 100
Info boardsqty 6
Guest book
Clipboardsqty 3
Pen setsqty 4
Name stickersqty 100
Tapeqty 4
Double-sided tapeqty 4
Pencil setsqty 2
Measuring tapesqty 2
Wall hooksqty 50
Hanging wireqty 100
Protective coversqty 30

Equipment

Laptop
Monitor screen
Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 6
Cable traysqty 10

Lighting

LED spotlightsqty 12
Atmosphere lightsqty 6

Tableware

Wine glassesqty 60
Drinking glassesqty 60
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6
Water jugsqty 6

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the date and venue before inviting artists. Allow enough time to confirm attendance, collect biographies and work lists, and resolve any transport or display requirements before invitations go out.
Create one inventory for every artwork, including its title, artist, dimensions, frame condition and arrival status. Check the pieces when they arrive rather than discovering missing or damaged work during installation.
Prepare labels, programme leaflets and information boards before the hanging day. Keep spare frames, hooks, hanging wire, tape and measuring tools available so one last-minute change does not stop the installation.
Publish opening hours and directions with the promotional material, and check accessibility before visitors arrive. A clear route, readable information and a visible reception point prevent avoidable questions at the door.
Finish visitor and hospitality preparations at least one day before opening. Chill drinks, test the laptop and screen, arrange the guest book and name stickers, and keep artworks safely covered until the space is ready.

Frequently asked questions

How far in advance should I plan an art exhibition?: Start at least 8 to 12 weeks before the opening date. This gives you time to reserve the venue, invite artists, confirm attendance, plan transport, prepare promotion and produce labels and printed information.
When should artworks arrive for an exhibition?: Arrange collection or delivery 2 to 7 days before installation, depending on the number of works and the transport distance. Check every artwork on arrival and keep it in temporary storage until the display area is ready.
How many labels do I need for an art exhibition?: Prepare one label for each displayed artwork, plus a small number of spares for replacements or layout changes. Finalise the work list before printing so artist names, titles and other details match the inventory.
What should I do the day before an art exhibition opens?: Complete the hanging, check labels and accessibility, publish or confirm opening information, and test any screen or laptop setup. Also chill drinks, arrange the reception materials and leave at least 2 hours for a final walkthrough.

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.