Art exhibition checklist: what to arrange and when

An art exhibition depends on more than hanging the work. You need a confirmed date and venue, reliable artist and transport arrangements, accurate artwork records, and a floor plan that works for visitors. This checklist takes you from the first decisions through invitations, catering, labels, lighting, and opening-day setup. It also covers details that are often left too late, such as insurance checks, dietary requirements, condition checks, and clear signage.

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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

Confirm exhibition date
Reserve venue
Set opening hours
Confirm artists
Inventory artworks
2 people
Make transport arrangements
2 people
Check insurance details
Create exhibition map
2 people
Collect artist biographies
Collect job descriptions
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Order drinks and snacks
Publish promotion
Prepare name badges
Print work labels
Prepare signage
Collect the artworks
2 people
Do the shopping
2 people
Unpack artwork
3 people
Condition artworks
2 people
Clean the venue
2 people
Set up tables and chairs
3 people
Set up walls and panels
3 people
Hang artworks
3 people
Position sculptures
2 people
Attach work labels
2 people
Adjust the lighting
2 people
Set up the entrance
2 people
Set up the registration table
2 people
Set up the catering table
2 people
Chill drinks
2 people
Prepare snacks
2 people
Test sound system
2 people
Brief the opening team
3 people

Event

Open the doors
2 people
Register visitors
2 people
Welcome visitors
2 people
Welcome the artists
Give the opening speech
Lead a tour
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect waste
Answer visitor questions
2 people
Provide sales information
See off the last visitors
2 people

Aftercare

Secure artworks
3 people
Clean up catering
2 people
Wash dishes
2 people
Dismantle furniture
3 people
Dismantle exhibition materials
3 people
Clean the venue
2 people
Return artwork
2 people
Return materials
2 people
Return borrowed equipment
2 people
Collect lost property

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
High tablesqty 4
Exhibition panelsqty 8
Pedestalsqty 6
Coat racksqty 2

Equipment

Laptopsqty 2
Tabletsqty 2
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Payment terminal
Power banksqty 4
Measuring tapeqty 2
Spirit levelsqty 2
Cordless drill driversqty 2
Screwdriver setsqty 2
Hammersqty 2
Laddersqty 2
Glovesqty 8
Ratchet strapsqty 8
Transport blanketsqty 12
Hand trucksqty 2

Lighting

Art spotlightsqty 10
Standing lampsqty 4

Tableware

Glassesqty 80
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 2
Knivesqty 4
Waste binsqty 4

Decorations

Tableclothsqty 8
Plantsqty 10
Photo framesqty 4
Name badge holdersqty 20
Clipboardsqty 4
Decorative potsqty 6
Name badgesqty 20
Program flyersqty 100
Signage boardsqty 8
Guest book
Pensqty 12
Cable matsqty 8

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Toilet brushesqty 2
Hand broomsqty 2
Dustpansqty 2

Catering

Groceries

Tips

Confirm the venue, exhibition date, opening hours, and a backup option before inviting artists or publishing anything. Build in enough access time for cleaning, unloading, lighting, and artwork installation.
Create one inventory for every artwork, including its artist, title, dimensions, condition, label text, and transport plan. Agree pickup and return times early; last-minute transport is difficult to coordinate around installation.
Finish the floor plan before ordering or positioning exhibition panels, plinths, tables, chairs, and high tables. Mark power points and viewing routes so extension cords, power strips, spotlights, and lamps do not create trip hazards.
Send invitations only after the artist list, opening details, registration process, and catering plan are settled. Collect dietary requirements with registrations and order drinks and snacks against the expected attendance rather than guessing at the last minute.
Reserve the final setup window for cleaning, unpacking, conditioning, and checking the artwork, then add labels, name badges, directions, and plants or photo frames. Test laptops, tablets, microphones, sound equipment, coffee machines, kettles, and lighting before guests arrive.

Frequently asked questions

How far in advance should I plan an art exhibition?: Start at least 8 to 12 weeks before the opening. Use the first weeks for the venue, date, artists, insurance, artwork inventory, and transport; leave the final 1 to 2 weeks for invitations, labels, catering, and promotion.
When should I confirm the artists for an exhibition?: Confirm artists 6 to 8 weeks before opening, before you publish the exhibition or print invitations. Collect biographies, artwork details, installation requirements, and transport responsibilities at the same time.
How early should artwork arrive before an exhibition opening?: Arrange delivery or collection at least 1 to 3 days before the opening. That gives you time to clean the venue, unpack and condition the work, install it, print or place labels, and resolve damage or missing-item issues.
How much time do I need to set up an art exhibition?: Allow at least 6 to 10 hours for a small exhibition, and longer if you are using panels, plinths, complex lighting, or audiovisual equipment. Schedule cleaning first, then furniture and lighting, followed by artwork, labels, signage, and a full technical test.

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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.