What you need for an art exhibition

Use this shopping list to prepare an art exhibition from artwork delivery through the opening reception. It covers display hardware, lighting, furniture, refreshments, payment equipment and protective materials for moving and checking works. Plan quantities around your guest count, wall space and number of artworks rather than buying at the last minute. Items such as hooks, cables, labels, extension leads and coat-check supplies are easy to overlook but can delay setup.

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What to bring

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

Furniture

Reception tablesqty 2
Tall cocktail tablesqty 6
Chairsqty 24
Coat racksqty 2
Pedestalsqty 8
Bollardsqty 6

Equipment

Laptop
Printer
Payment terminal
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 6
Power stripsqty 6

Lighting

LED spotlightsqty 12
Mood lightingqty 4

Decorations

Framed information panelsqty 6
Tableclothsqty 8
Artificial flower arrangementsqty 6
Name card holdersqty 10
Cloakroom numbersqty 100

Art supplies

Hanging railsqty 20
Hanging hooksqty 40
Steel cablesqty 40
Wall plugsqty 50
Screwsqty 100
Bubble wrapqty 2
Moving blanketsqty 12
Work glovesqty 6
Measuring tapesqty 2
Spirit levelsqty 2
Cordless drill driversqty 2
Painter's tapeqty 6
Cable tiesqty 100

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 60
Small platesqty 60
Cake platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 12
Carafesqty 8

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free sparkling wine - 6 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Baguettes - 12 pieces
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Olive tapenade - 4 jars
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Goat cheese - 1 kilo
- Parma ham - 1 kilo
- Grapes - 4 kilos
- Apples - 4 kilos
- Cucumbers - 8 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 2 kilos
- Salty crackers - 8 packs
- Olives - 6 jars
- Butter - 2 packs
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Paper napkins - 500 pieces
- Cocktail picks - 500 pieces
- Ice cubes - 10 bags
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Microfiber cloths - 12 pieces
- Sponges - 6 pieces
- Hand soap - 4 bottles
Coolers with ice packsqty 3
Drink dispensersqty 4
Thermos flasksqty 6
Bottle openersqty 4

Registration

Guest book
Pensqty 12
Name stickersqty 100
Cloakroom ticketsqty 100
QR code cardsqty 20

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broom and dustpanqty 2
Sanitary glovesqty 4

Safety

Non-slip matsqty 4
Cable traysqty 10
Warning signsqty 4

Tips

Allow at least one hanging hook or suitable fixing point per wall-mounted work, plus around 10–15% extra in case a fitting is damaged or the layout changes. Measure wall lengths before buying hanging rails, steel cables and screws.
For an opening with standing guests, provide roughly one tall cocktail table per 8–10 people and one chair per guest who may need to sit. Add tablecloths, name card holders and cloakroom numbers before the reception table is assembled.
Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Chill drinks in coolers several hours before opening and check that kettles, coffee machines, extension cords and power strips match the available sockets.
Use bubble wrap, moving blankets and work gloves for transport and handling, with enough material to wrap every artwork separately. Keep a measuring tape, spare hooks and fixing hardware on site so condition checks and adjustments do not stop the installation.
Test LED spotlights, mood lighting, the laptop, printer and payment terminal before guests arrive. Bring power strips and extension cords only after checking cable routes, keeping them clear of artwork, doorways and visitor paths.

Frequently asked questions

How much food and drink do I need for an art exhibition opening?: For drinks, plan two to three per guest during the first hour and one per guest for every hour after that. For light catering, allow about 6–8 small bites per person for a two-hour opening, with extra portions for registered dietary requirements.
How many chairs and cocktail tables do I need for an exhibition?: For a mainly standing reception, start with one cocktail table for every 8–10 guests. Provide at least one chair per guest who may need to sit, and add more if the programme includes a talk, presentation or long opening speech.
What exhibition hanging supplies should I buy?: Buy one suitable hook or fixing point for each wall-mounted artwork, then add 10–15% spare hardware. The final quantity of rails, steel cables, wall plugs and screws depends on the wall type, artwork weight and planned layout, so confirm those measurements before ordering.
When should I buy supplies for an art exhibition?: Order furniture, pedestals, lighting and hanging hardware at least 2–4 weeks before installation. Buy refreshments and ice 1–2 days beforehand, and chill drinks several hours before the doors open.

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