What to Buy for an Art Exhibition

An art exhibition needs more than artwork and wall space. You will need labels, signs, lighting, display furniture, technical equipment and supplies for guests and artists. Plan drinks and tableware around your opening hours, then add setup materials such as extension cords, cable trays and baseboards before delivery day. This shopping list helps you check the details that are easy to overlook when the venue is busy and the artworks still need installing.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Skirting boardsqty 8
Clothing rack
Coat hangersqty 60
Bollardsqty 6

Equipment

LED spotlightsqty 8
Extension cordsqty 6
Power stripsqty 4
Cable traysqty 12
Laptop
Projector
Projection screen

Tableware

Wine glassesqty 60
Water glassesqty 60
Coffee cupsqty 30
Platesqty 60
Forksqty 60
Pliersqty 4
Pitchersqty 4

Decorations

Framed postersqty 4
Flower arrangementsqty 6
Tableclothsqty 6
Welcome sign
Program overview
Cloakroom sign
Guestbook
Name badgesqty 60

Kitchen

Coffee maker
Kettle
Coolersqty 3
Cutting boardsqty 2
Serving plattersqty 8
Serving plattersqty 8
Bread knivesqty 2
Serving spoonsqty 4
Thermos flasksqty 4
Bottle openersqty 3
Serving traysqty 4
Ice packsqty 12

Lighting

Battery lanternsqty 4

Cleaning

Dustpan and brushqty 2
Bucketsqty 2
Mopsqty 2
Cleaning glovesqty 4
Microfiber clothsqty 12
Waste binsqty 4
Paper towel dispenserqty 2

Office

Notice boardqty 2
Registration formsqty 80
Pensqty 12
Poster puttyqty 4
Double-sided tapeqty 6
Painter's tapeqty 6
Scissorsqty 4
Staplerqty 2
Document foldersqty 6
Price tagsqty 40
Artist labelsqty 40

Transport

Transport blanketsqty 12
Bubble wrapqty 2
Ratchet strapsqty 8
Hand truck

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Prosecco - 6 bottles
- Apples - 30 pieces
- Grapes - 3 kilos
- Cucumber - 4 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Olives - 4 jars
- Mixed nuts - 1 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Baguettes - 10 pieces
- Toast rounds - 8 packs
- Crackers - 6 packs
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Trash bags - 50 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Buy or reserve display and technical supplies at least 7 days before installation. Check the number of tables, chairs, spotlights and extension cords against the exhibition map rather than estimating from the room size.
Allow 2–3 drinks per guest for the first hour, plus water and coffee. Count wine glasses, water glasses, coffee cups and plates separately so catering is not held up by missing tableware.
Prepare one printed label for every artwork and keep at least 10 spare labels for last-minute changes. Bring a laptop, projector and projection screen only if the programme or artwork presentation requires them.
Set aside clear signage for the welcome desk, cloakroom, programme overview and route information. Print these signs at least 2 days before opening so there is time to correct artist names, titles or times.
Bring installation and cable-safety supplies on setup day, including pliers, power strips, extension cords and cable trays. Test every LED spotlight and projection connection before the artworks are finally positioned.

Frequently asked questions

What do I need to buy for an art exhibition opening?: Plan for labels, a welcome sign, programme overview, name badges, guestbook, lighting, extension cords and cable trays. For refreshments, allow 2–3 drinks per guest in the first hour and provide matching glasses, plates and coffee cups.
How many wine glasses do I need for an art exhibition?: Use at least 1.5 wine glasses per expected guest if glasses will be collected and washed during the opening. For 50 guests, prepare 75 glasses, or 100 if there is no quick washing option.
When should I print art exhibition labels?: Print the final labels 2 days before installation, after artwork titles, artist names and measurements are confirmed. Keep 10% extra blank or spare labels for changes made during setup.
How much lighting equipment is needed for an art exhibition?: Plan at least one adjustable LED spotlight for each artwork or display area that needs focused lighting. Add extension cords, power strips and cable trays, then test the full setup at least 1 day before opening.

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