What you need for an art tour

An art tour needs more than artworks and a route. You need a clear welcome point, readable directions, drinks for visitors and enough equipment for several locations. Plan supplies around the number of participants, guides and stops, then add a small buffer for late arrivals and replacements. This checklist covers the practical items people often remember too late, such as name stickers, extension cords, route maps and lighting for darker spaces.

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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
- Coffee - 4 packs
- Tea assortment - 160 bags
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Still mineral water - 60 bottles
- Sparkling mineral water - 40 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free beer - 48 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Mixed nuts - 3 kilo
- Olives - 2 kilos
- Grapes - 5 kilos
- Apples - 5 kilo
- Bananas - 3 kilos
- Cucumber - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Baguettes - 15 pieces
- Whole grain bread - 8 loaves
- Crackers - 12 packs
- Mini quiches - 120 pieces
- Mini wraps - 120 pieces
- Vegetarian samosas - 100 pieces
- Gluten-free crackers - 4 packs
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Sponges - 10 pieces
- Toilet paper - 24 rolls

Tips

Prepare one route map and program flyer per visitor, plus at least 10% extra. Keep a separate set at the registration table for replacements and late arrivals.
For drinks, allow two to three servings per person for the first hour, then about one serving per additional hour. Bring water jugs or thermos flasks as well as chilled drinks.
Set out one chair for every seated visitor and provide tables for registration and catering. Add at least one high table if visitors need a quick place to put drinks between tour stops.
Test wireless microphones, portable speakers, LED lights and extension cords at every location at least one day before the tour. Pack flashlights for route checks and spaces with unreliable lighting.
Prepare registration supplies in one clipboard folder: name stickers, pens, visitor information and route maps. Bring 10% more name stickers and printed materials than the confirmed registration count.

Frequently asked questions

How many drinks do I need for an art tour?: Plan for two to three drinks per person during the first hour, then one drink per person for each additional hour. Add around 10% extra for late arrivals, guides and volunteers.
How many route maps should I print for an art tour?: Print one route map per registered visitor, plus 10% extra. Keep at least five spare copies at the registration desk if the group is small.
When should I test the art tour equipment?: Test microphones, speakers, lighting and power connections at each tour location at least 24 hours before visitors arrive. Check them again during the guide briefing on the day itself.
How many name stickers and pens do I need?: Prepare one name sticker per visitor and add 10% spare stickers. Provide at least one pen for every 20 visitors, with two extra pens at the registration table.

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