Art Tour Checklist and Planning Guide

An art tour works best when the route, locations and visitor flow are settled before invitations go out. Plan the programme around realistic travel time between stops, then confirm artists, guides and access arrangements. In the final week, focus on visitor information, dietary requirements, printed materials and equipment checks. On the day, leave enough time to set up registration, signs, refreshments and guide briefings before the first group arrives.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve tour locations
Determine route and program
2 people
Confirm artists and guides
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send visitor information
Check route in advance
2 people
Confirm key handover
Purchase supplies and drinks
2 people
Collect printed materials
Prepare catering
2 people
Chill drinks
Set up the registration table
2 people
Set up tables and chairs
3 people
Place signs and route maps
2 people
Check artworks and labels
2 people
Test lighting and technical equipment
2 people
Hang decorations
2 people
Set out snacks
2 people
Hold a briefing for guides
3 people
Staff volunteer stations
4 people

Event

Open the registration desk
2 people
Welcome visitors
3 people
Group participants
2 people
Guide tours
5 people
Answer questions about artworks
3 people
Serve coffee and tea
2 people
Refill snacks
2 people
Refill drinks
Announce evening program
Guide evening tours
4 people
Guide visitors to the exit
2 people

Aftercare

Collect lost items
2 people
Dismantle furniture
3 people
Wash dishes
2 people
Clean the venue
3 people
Collect and take away waste
2 people
Return materials
2 people
Return lost and found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 70
High tablesqty 4
Coat racksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Wireless microphonesqty 2
Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

LED lightsqty 8
Flashlightsqty 4

Decorations

Artist signsqty 20
Table runnersqty 6
Flower arrangementsqty 6
Adhesive stripsqty 3

Communication

Route mapsqty 80
Program flyersqty 80
Name stickersqty 80
Pensqty 20
Clipboard foldersqty 6
Directional signsqty 12

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Small bowlsqty 12
Serving tongsqty 6
Ice packsqty 12

Cleaning

Waste binsqty 6

Emergency response

Flashlight vestsqty 6

Catering

Groceries

Tips

Check the full route in advance, including walking time, entrances and handover points. Add at least 15 minutes of contingency time between locations so a delayed group does not disrupt the whole programme.
Send visitor information no later than 3–5 days before the tour. Include the meeting point, start time, route length, accessibility details, contact number and any advice about footwear or weather.
Keep registration materials together at one table: name stickers, pens, clipboards and programme flyers. Prepare a printed registration list and allow one person to handle late arrivals while another welcomes the main group.
Test microphones, portable speakers, lighting and extension leads before visitors arrive. Charge or connect equipment at least 60 minutes beforehand, and keep flashlights available for darker rooms or outdoor sections.
Brief guides and volunteers 30–45 minutes before opening. Confirm group sizes, station responsibilities, emergency contacts, timing signals and who holds the keys for each location.

Frequently asked questions

How far in advance should I plan an art tour?: Start reserving tour locations and confirming artists or guides at least 6–8 weeks before the event. Send invitations only after the route, programme and access arrangements are stable.
How long should an art tour programme be?: Allow roughly 20–30 minutes per artwork or stop, plus travel time between locations. Add a 15-minute buffer for registration, questions or delays so the final stop does not run late.
What should I send visitors before an art tour?: Send the meeting point, arrival time, route map, programme, expected duration and accessibility information 3–5 days in advance. Ask for dietary requirements at registration if refreshments are provided.
How early should I arrive to set up an art tour?: Arrive at least 90 minutes before visitors are due. Use the first 45 minutes for tables, chairs, signs, route maps and refreshments, then reserve 30–45 minutes for technical checks and the guide briefing.

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.