What you need for an art exhibition

An art exhibition needs more than the artworks themselves. You will need a clear way to display and label each piece, materials for installing work, a reception point, visitor information and basic refreshments. Plan supplies around the number of artworks, artists and expected visitors rather than buying everything in bulk. This list covers the items most often forgotten until installation day, including spare hanging materials, protective covers, pens, extension cords and drink service equipment.

Organize this event for free with Lizzt

What to bring

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

Furniture

Exhibition wallsqty 8
Skirting boardsqty 8
Tablesqty 6
Chairsqty 30
Reception desk
Clothing rack

Presentation

Works of artqty 30
Replacement framesqty 20
Pedestalsqty 4
Painting easelsqty 6
Art labelsqty 35
Program leafletsqty 100
Info boardsqty 6
Guest book
Clipboardsqty 3
Pen setsqty 4
Name stickersqty 100
Tapeqty 4
Double-sided tapeqty 4
Pencil setsqty 2
Measuring tapesqty 2
Wall hooksqty 50
Hanging wireqty 100
Protective coversqty 30

Equipment

Laptop
Monitor screen
Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 6
Cable traysqty 10

Lighting

LED spotlightsqty 12
Atmosphere lightsqty 6

Tableware

Wine glassesqty 60
Drinking glassesqty 60
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6
Water jugsqty 6

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12

Catering

Groceries
- Coffee beans - 2 kilos
- Decaf coffee - 500 grams
- Black tea - 80 bags
- Herbal tea - 40 bags
- Granulated sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Still mineral water - 48 bottles
- Sparkling mineral water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Sinas - 6 bottles
- Apple juice - 6 liters
- Grape juice - 6 liters
- Alcohol-free white wine - 6 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Lemons - 12 pieces
- Limes - 8 pieces
- Apples - 30 pieces
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salty sticks - 4 bags
- Mixed nuts - 2 kilos
- Rice cakes - 4 packs
- Whole grain crackers - 6 packs
- Baguettes - 8 pieces
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Olives - 2 kilos
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Vegan cheese - 1 kilo
- Fig jam - 4 jars
- Pesto - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Cocktail sauce - 2 bottles
- Mini quiches - 120 pieces
- Vegetarian wraps - 60 pieces
- Vegan vegetable balls - 100 pieces
- Brownies - 80 pieces
- Vegan cookies - 60 pieces
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Trash bags - 50 pieces
- Table runners - 8 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 1 box

Tips

Count the artworks before buying display materials. Have replacement frames, extra wall hooks, hanging wire and double-sided tape ready so one damaged or missing component does not delay installation.
Prepare one art label for every displayed work, plus a few spares. Keep pencils, pen sets, clipboards and measuring tapes at the reception desk or installation area rather than packing them away.
Set up the reception desk with name stickers, a guest book and program leaflets before visitors arrive. Put at least two pens with the guest book so registration does not stop when one goes missing.
Check power requirements at least one day before opening. Test the monitor screen, laptop, coffee maker and kettles together, and use extension cords only where cables can be secured safely.
Protect works of art during collection, temporary storage and installation with protective covers. Separate framed work from pedestals, easels and exhibition walls so surfaces are not scratched or marked.

Frequently asked questions

What should I buy for an art exhibition opening?: Plan display and visitor materials first: exhibition walls, tables, a reception desk, art labels, program leaflets, a guest book, pens and name stickers. For refreshments, include a coffee maker, kettles, coolers and enough serving supplies for the expected number of guests.
How many art labels do I need for an exhibition?: Prepare one label for every artwork on display, then add at least 5 to 10% extra for replacements or last-minute changes. Keep the final work list next to the labels so names, titles and details can be checked before installation.
What installation supplies are needed for an art exhibition?: Bring measuring tapes, wall hooks, hanging wire, tape, double-sided tape, pencil sets and replacement frames. Pack these at least one day before setup, with spare materials available for every room or display area.
When should I buy supplies for an art exhibition?: Buy or confirm the main display and installation supplies at least 7 days before opening. Do the final drinks and refreshment shopping 1 to 2 days beforehand, and chill drinks on the day of the exhibition.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.