Art exhibition checklist: what to arrange and when

Organizing an art exhibition involves more than selecting artists and hanging work. You also need a confirmed venue and date, loan agreements, insurance, artwork details, transport, labels, signage, invitations, and an opening plan. Start with the works and floor plan, then schedule production, promotion, catering, and payment arrangements around the exhibition date. This checklist helps you see what needs to be decided early and what can wait until the final week.

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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

Select artists and works
2 people
Confirm participating artists
Set the venue and date
2 people
Develop the exhibition plan
2 people
Create a floor plan for the works
2 people
Collect biographies
Collect artwork details and prices
Arrange transport of artworks
2 people
Sign loan agreements
2 people
Confirm insurance coverage
Write promotional copy
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish opening time online
Write the opening text
Confirm opening by speaker
Have printed materials made
Prepare work labels
2 people
Make route and hall signs
Make reservations
Check the shopping list
2 people
Place catering order
Prepare payment options
2 people
Inform artists about setup
Do the shopping
2 people
Receive the works and materials
3 people
Check artwork for damage
2 people
Register performances
2 people
Set up tables and chairs
3 people
Set up display walls and pedestals
3 people
Hang artworks
4 people
Hang work labels
2 people
Adjust the lighting
2 people
Mark the entrance and route
2 people
Set out catalogs and flyers
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the coffee and tea station
2 people
Set up registration desk
2 people
Set up the sales table
2 people
Check the halls and toilets
2 people

Event

Welcome visitors
2 people
Register visitors
2 people
Introduce the artists and works
2 people
Serve coffee and tea
2 people
Serve wine and juice
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Guard the rooms and artwork
2 people
Record sales and payments
2 people
Lead the opening speech
2 people
Take photos of the exhibition
Inform last visitors
2 people

Aftercare

Secure the cash register and documents
2 people
Carefully pack the artworks
4 people
Hand over work to artists
3 people
Return borrowed materials
2 people
Dismantle furniture
3 people
Remove decorations and signage
2 people
Wash dishes and glassware
2 people
Collect and remove waste
2 people
Clean the rooms
3 people
Clean the restrooms
2 people
Count and store stock
2 people
Record sales data
Secure the sales proceeds
2 people
Archive photos and documents
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Pedestalsqty 8
Exhibition wallsqty 6
Coat racksqty 2

Presentation

Photo framesqty 30
Hanging railsqty 12
Hanging hooksqty 60
Steel cablesqty 60
Work labelsqty 40
Information boardsqty 6
Catalog holdersqty 4
Visitor book
Pensqty 12
Poster puttyqty 4
Double-sided tapeqty 4
Measuring tapeqty 2
Spirit levelqty 2
Hammerqty 2
Screwdriver setqty 2
Pliersqty 2
Moving blanketsqty 20
Bubble wrapqty 2
Moving boxesqty 20

Equipment

Payment terminal
Tabletqty 2
Chargersqty 4
Extension cordsqty 6
Power stripsqty 6
Mobile phoneqty 2

Lighting

LED spotlightsqty 12
Atmosphere lightsqty 6
Spare batteriesqty 24

Tableware

Wine glassesqty 50
Water glassesqty 50
Coffee cupsqty 30
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 2
Kitchen knivesqty 2
Serving tongsqty 6
Pitcherqty 4
Dishpanqty 2

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Photo holderqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Spongesqty 6
Rubber glovesqty 6

Catering

Groceries

Tips

Set the venue and date before confirming artists, because transport, invitations, catering, and the opening speaker all depend on those details. Aim to have the date fixed before you publish any opening time.
Collect each artwork’s title, artist name, medium, dimensions, price, and availability in one document. Prepare the work labels from this information instead of trying to reconstruct it during installation week.
Arrange transport and sign loan agreements before the works move. Confirm insurance coverage at the same time, including who is responsible during collection, transport, installation, and return.
Create the floor plan before ordering exhibition walls, pedestals, hanging rails, and other display equipment. Leave space for visitor movement, information boards, coat racks, and any opening-day tables or chairs.
Send invitations early enough to process registrations and dietary requirements before placing the catering order. In the final week, test the payment terminal, tablet, chargers, extension cords, and power strips rather than discovering a missing cable at the opening.

Frequently asked questions

How far in advance should I plan an art exhibition?: Set the venue and date at least 8 to 12 weeks before the opening when possible. This gives you time to confirm artists, sign loan agreements, arrange transport and insurance, produce printed materials, and send invitations.
What information should an art exhibition checklist include?: Include artist and artwork selection, venue and date, floor plan, loan agreements, insurance, transport, labels, signage, invitations, registrations, opening text, catering, and payment options. Track each item with an owner and deadline, especially anything involving an outside supplier.
When should artwork labels be prepared for an exhibition?: Prepare the labels after collecting the final artwork details and prices, ideally 1 to 2 weeks before installation. Print a few spare labels and check every title, name, dimension, and price against the works when they are installed.
What should I check on the day before an art exhibition opening?: Walk the full visitor route, check that every work is securely installed and labelled, and test the lighting, payment terminal, tablet, and charging equipment. Also confirm catering quantities, the opening speaker, registration information, and the location of the visitor book and pens.

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.