Art Exhibition Checklist: What to Arrange and When

An art exhibition depends on more than displaying the work. You need a confirmed venue, participating artists, artwork records, transport, insurance, labels, lighting and a clear visitor route. Start with the date and venue, then move through artwork preparation, invitations, promotion and catering. Before opening, allow time to clean the space, install walls and baseboards, unload and check every piece, and test the program board, signs and equipment.

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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
Confirm opening hours
Confirm participating artists
Inventory artworks
2 people
Transport artworks
2 people
Insure artworks
Create exhibition map
Gather artist information
Write job descriptions
Prepare the prize and title list
Design invitations
Send invitations
Process registrations
Collect dietary requirements
Book catering
Post promotion online
Make the program board
Share route and parking information
Do the shopping
2 people
Check artworks
2 people
Print labels
Clean the venue
2 people
Unload artworks
3 people
Install walls and baseboards
3 people
Hang artworks
3 people
Update labels
2 people
Adjust the lighting
2 people
Set up the entrance and coat check
2 people
Set up catering
2 people
Set up the registration table
Carry out safety checks
2 people

Event

Welcome visitors
2 people
Register visitors
Give the opening speech
Introduce the artists
Guide tours
2 people
Serve snacks
2 people
Refill drinks
Answer visitor questions
2 people
Guard artworks
2 people
Manage the cloakroom
Wave goodbye to visitors
2 people

Aftercare

Pack artworks safely
3 people
Return artwork
2 people
Dismantle furniture
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
2 people
Remove decorations
2 people
Return borrowed materials
2 people
Handle lost property

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Skirting boardsqty 8
Clothing rack
Coat hangersqty 60
Bollardsqty 6

Equipment

LED spotlightsqty 8
Extension cordsqty 6
Power stripsqty 4
Cable traysqty 12
Laptop
Projector
Projection screen

Tableware

Wine glassesqty 60
Water glassesqty 60
Coffee cupsqty 30
Platesqty 60
Forksqty 60
Pliersqty 4
Pitchersqty 4

Decorations

Framed postersqty 4
Flower arrangementsqty 6
Tableclothsqty 6
Welcome sign
Program overview
Cloakroom sign
Guestbook
Name badgesqty 60

Kitchen

Coffee maker
Kettle
Coolersqty 3
Cutting boardsqty 2
Serving plattersqty 8
Serving plattersqty 8
Bread knivesqty 2
Serving spoonsqty 4
Thermos flasksqty 4
Bottle openersqty 3
Serving traysqty 4
Ice packsqty 12

Lighting

Battery lanternsqty 4

Cleaning

Dustpan and brushqty 2
Bucketsqty 2
Mopsqty 2
Cleaning glovesqty 4
Microfiber clothsqty 12
Waste binsqty 4
Paper towel dispenserqty 2

Office

Notice boardqty 2
Registration formsqty 80
Pensqty 12
Poster puttyqty 4
Double-sided tapeqty 6
Painter's tapeqty 6
Scissorsqty 4
Staplerqty 2
Document foldersqty 6
Price tagsqty 40
Artist labelsqty 40

Transport

Transport blanketsqty 12
Bubble wrapqty 2
Ratchet strapsqty 8
Hand truck

Catering

Groceries

Tips

Confirm the venue’s opening hours before sending invitations. Visitors need accurate arrival information, while your installation team needs a separate setup window before the doors open.
Create the artwork inventory before arranging transport. Record each piece, its artist and its intended position on the exhibition map; this makes missing or damaged work easier to identify.
Plan installation around the lighting and power layout. Count LED spotlights, extension cords, power strips and cable trays in advance, and keep cables away from visitor routes.
Collect dietary requirements when registrations are processed, not on the day itself. Give the caterer the final guest count and requirements several days before the exhibition opening.
Print labels, the program overview, welcome sign and cloakroom sign before setup day. Keep spare copies available because labels and signs are often moved while walls, tables and baseboards are installed.

Frequently asked questions

How early should I start planning an art exhibition?: Start at least 8 to 12 weeks before the opening. The first priorities are setting the date, reserving the venue, confirming artists and allowing time for artwork transport, insurance and invitations.
When should artwork be transported to the exhibition venue?: Arrange transport several days before the opening when possible, rather than on the same day as the event. This gives you time to unload, check every artwork against the inventory and resolve damage or missing pieces before installation.
How many hours do I need to install an art exhibition?: Allow at least 4 to 8 hours for a small exhibition, including walls, baseboards, lighting, labels and artwork checks. Add more time if the show includes projection equipment, multiple artists or a detailed exhibition map.
When should I send invitations for an art exhibition?: Send invitations around 3 to 4 weeks before the opening, then send a reminder 3 to 5 days beforehand. Include the opening hours, route and parking information, registration details and any program highlights.

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