What you need for an art exhibition

An art exhibition needs more than frames and labels. You also need safe ways to move and hang artwork, clear information for visitors, and equipment for opening-night payments and refreshments. Use this list to check what must be bought, borrowed or brought to the venue. Order printed labels, signs and invitations early, and confirm the room’s power supply before arranging cables, chargers or a payment terminal.

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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
- Coffee - 2 packs
- Tea bags - 100 pieces
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Alcohol-free wine - 4 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Apples - 30 pieces
- Grapes - 3 kilos
- Mandarins - 30 pieces
- Cherry tomatoes - 2 kilos
- Cucumbers - 4 pieces
- Carrots - 2 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Hummus - 6 tubs
- Salsa - 4 jars
- Cheese cubes - 2 kilos
- Brie - 1 kilo
- Grape cheese - 1 kilo
- Baguettes - 10 pieces
- Crackers - 6 packs
- Olives - 4 jars
- Nut mix - 2 kilo
- Raisins - 1 kilo
- Mini quiches - 120 pieces
- Puff pastry snacks - 120 pieces
- Vegetarian wraps - 40 pieces
- Vegan wraps - 20 pieces
- Gluten-free crackers - 3 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Lemons - 10 pieces
- Ice cubes - 10 kilos
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs

Tips

Plan one work label for every artwork, plus a small reserve for mistakes or last-minute changes. Print labels only after titles, artist names and prices have been checked.
For transport, match moving boxes, bubble wrap and moving blankets to the size and fragility of the works. Prepare these materials before collection day rather than packing at the venue.
Count hanging hardware from the floor plan: allow the required hooks, cables and rails for each work, with spare hooks and cable length available for adjustments during installation.
Bring a measuring tape and spirit level to the installation, and keep a hammer, screwdriver set and pliers together in one labelled toolbox. These are often needed when the layout changes on site.
Set up the payment terminal, tablet, chargers, extension cords and power strips before guests arrive. Run a test payment and charge every device at least a few hours beforehand.

Frequently asked questions

What do I need to buy for an art exhibition?: Plan for display items such as hanging rails, hooks, steel cables, labels, information boards and catalog holders. You may also need transport materials, visitor-book supplies, payment equipment and furniture such as tables, chairs or pedestals.
How many art labels do I need for an exhibition?: Prepare one label per artwork and add at least 5 to 10 spare labels for corrections or replacement. Finalise the artwork details and prices before sending the labels to print.
When should I order printed exhibition materials?: Order invitations, labels, route signs and information boards at least 7 to 10 days before installation. Allow extra time if artists still need to confirm biographies, titles or prices.
What equipment do I need to sell artwork at an exhibition?: Bring a payment terminal, tablet, chargers and a phone, plus a reliable power supply. Test the terminal and internet connection at least 24 hours before opening, and prepare a backup payment option if possible.

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