What you need for an art exhibition

An art exhibition needs more than frames and wall space. You will need a reliable way to hang, label, light and protect the work, plus furniture for guests and equipment for moving heavy or fragile pieces. This shopping list covers the practical supplies behind the exhibition setup, including display cases, hanging rails, artwork labels, cable ramps and transport equipment. Check quantities against the number of artworks, walls and visitors before buying or hiring anything.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
High tablesqty 6
Stoolsqty 12
Tableclothsqty 6
Divider panelsqty 4

Presentation

Exhibition wallsqty 8
Pedestalsqty 6
Display casesqty 3
Hanging railsqty 12
Picture hooksqty 40
Steel cablesqty 40
Wall plugsqty 40
Screwsqty 40
Table easelsqty 10
Artwork labelsqty 40
Information boardsqty 8
Signage boardsqty 10
Artist cardsqty 40
Price listsqty 10
Protective filmqty 2

Equipment

LED spotlightsqty 16
Extension cordsqty 8
Power stripsqty 8
Cable rampsqty 6
Cordless drill driversqty 2
Spirit levelsqty 2
Laddersqty 2
Hand trucksqty 2
Presentation screen
Laptop
Microphone
Microphone stand

Tableware

Glassesqty 100
Coffee cupsqty 60
Platesqty 60
Dessert platesqty 100
Forksqty 100
Serving spoonsqty 8
Serving plattersqty 12
Carafesqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Serving traysqty 6
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Pliersqty 6
Measuring cupsqty 2

Registration

Registration formsqty 100
Name stickersqty 100
Ballpoint pensqty 20
Visitor bookqty 2
Clipboardsqty 4
Cash box
Cash float tray
Payment terminal

Decorations

Flower arrangementsqty 6
Table décorqty 6
White paperqty 2
Black markersqty 10
Double-sided tapeqty 4
Painter's tapeqty 6

Lighting

String lightsqty 4
Spare bulbsqty 10

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Toilet brushesqty 2

Transport

Moving blanketsqty 20
Bubble wrapqty 2
Moving boxesqty 20
Ratchet strapsqty 8
Labelsqty 100

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 10 bottles
- Apple juice - 4 packs
- Grape juice - 3 bottles
- Alcohol-free wine - 6 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Prosecco - 8 bottles
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilograms
- Olives - 4 jars
- Grapes - 4 kilograms
- Apples - 40 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilograms
- Hummus - 8 tubs
- Cream cheese - 2 kilograms
- Herb cheese - 1 kilogram
- Baguettes - 20 pieces
- Crackers - 8 packs
- Gluten-free crackers - 3 packs
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 grinder
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Paper towels - 8 rolls

Tips

Count every artwork before ordering labels, hooks and lighting. Prepare one artwork label per piece, then add a small spare set for replacements or late additions.
Measure the walls and hanging points before buying fixings. Match the number and type of picture hooks, steel cables, wall plugs and screws to the wall construction and the weight of the work.
Plan the lighting and power layout on paper before installation. Include enough extension cords and power strips for the LED spotlights, then cover walkways with cable ramps to prevent trips.
Protect floors and artworks during delivery and installation. Have protective film ready before using ladders, hand trucks or a cordless drill in the exhibition hall.
Do not leave printed information until opening day. Prepare artwork labels, artist cards, price lists, information boards and signage boards early enough to check names, prices and spelling with the artists.

Frequently asked questions

How many artwork labels do I need for an exhibition?: Prepare one label for every artwork on display, including pieces in display cases or on pedestals. Add at least 5 to 10 spare labels so you can replace damaged cards or accommodate a late change.
How many spotlights are needed for an art exhibition?: Plan at least one LED spotlight for each key artwork, adjusting for size, grouping and available ambient light. Check the room after installation and keep a few spare lights or suitable replacements available.
What hanging supplies do I need for an art exhibition?: For each wall-mounted piece, check whether you need picture hooks, steel cables, wall plugs and screws based on its weight and the wall type. Buy or hire around 10% more fixings than your calculated total for adjustments and replacements.
When should I prepare the exhibition shopping list?: Finalise it after the artwork inventory, wall measurements and exhibition map are complete. Aim to have supplies ordered or booked at least 1 to 2 weeks before installation, especially display cases, exhibition walls, ladders and hand trucks.

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