What you need for an art exhibition

A well-planned art exhibition needs more than artwork and wall space. Your shopping list also covers display furniture, focused lighting, power access, refreshments, labels, badges, and practical items for setting up safely. Check quantities against the venue layout, expected visitor numbers, and the number of artists before buying anything. Arrange transport, insurance, artwork collection, and catering early; these are easy to leave until the final week, when changes become difficult.

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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
- Coffee - 2 packs
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ginger ale - 4 bottles
- Apple juice - 4 packs
- Grape juice - 4 cartons
- Alcohol-free wine - 6 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Prosecco - 8 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Baguettes - 8 pieces
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Pesto - 4 jars
- Young cheese - 2 kilos
- Brie - 1 kilo
- Smoked chicken - 1 kilo
- Cherry tomatoes - 2 kilos
- Cucumbers - 6 pieces
- Grapes - 3 kilos
- Apples - 30 pieces
- Olives - 1 kilo
- Mixed nuts - 1 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted crackers - 6 packs
- Pure chocolate biscuits - 6 packs
- Gluten-free crackers - 3 packs
- Vegan vegetable spread - 4 tubs
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan at least one clear display surface or panel for each artwork group, then add 10–15% spare space for spacing and late changes. Measure the venue before ordering panels, plinths, tables, or high tables.
Use one spotlight or suitable light source for each key display area, and test the lighting after the artwork is installed. Bring extension cords and power strips, but keep walkways clear and tape down cables before visitors arrive.
Prepare one printed work label for every artwork, plus 10% extra for replacements. Name badges need the same check: count confirmed artists, staff, and speakers separately before buying holders.
For a reception, plan roughly 2–3 drinks per guest during the first hour, then adjust for the event length. Order glasses, cups, plates, cutlery, serving platters, and tongs to match the menu rather than relying on the venue’s supplies.
Do a full shopping and equipment check at least 3 days before installation. Confirm coffee machines, kettles, coolers, thermos flasks, laptops, tablets, microphones, and the sound system before the artworks are unpacked.

Frequently asked questions

What should I buy for an art exhibition opening?: Buy or prepare display panels and plinths, art spotlights, labels, name badge holders, refreshments, serving supplies, and signage. For drinks, allow about 2–3 per guest in the first hour, with extra water and non-alcoholic options.
How many work labels do I need for an exhibition?: Use one label per artwork and prepare 10% extra. For 40 artworks, print 44 labels so you can replace damaged labels or cover a last-minute addition.
When should I order catering and drinks for an art exhibition?: Confirm catering and drinks at least 7 days before the opening, or earlier if guests must register dietary requirements. Finalise the guest count and dietary information no later than 3 days before the event.
How much display equipment is needed for an art exhibition?: Start with the exhibition floor plan: allow one suitable display position per artwork and keep 10–15% spare capacity for spacing and changes. Check panel, plinth, table, lighting, and power requirements at least 3 days before installation.

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