Art trail checklist: what to arrange and when

An art trail depends on many small details lining up across several locations. Start by recording the route, confirming participating artists and checking each venue’s opening hours before you publish anything. Then prepare the visitor information, artwork inventory, staffing plan and printed materials. In the final days, focus on safe artwork transport, accessibility, catering, shopping and distributing equipment to the right locations. This checklist keeps the planning sequence clear from the first artist contact to opening time.

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The plan, step by step

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

Preparations

Record route and locations
2 people
Contact participating artists
2 people
Process artist registrations
2 people
Collect artists' contact details
Confirm opening hours with venues
2 people
Design route map
Have the route map printed
Send invitations
2 people
Publish the online event
Process registrations
Collect dietary requirements
Inventory artworks by location
2 people
Create title lists for artworks
2 people
Prepare information boards
Make staff name badges
Recruit volunteers
2 people
Assign volunteers by location
2 people
Confirm venue reservations
Make catering reservations
Check the shopping list
2 people
Distribute materials by location
2 people
Pack artworks safely
3 people
Take artworks to their locations
3 people
Make venues accessible
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare the coffee and tea station
2 people
Sort route signs
2 people
Prepare programs by location
2 people
Inform artists about reception

Event

Open venues
4 people
Unpack artwork
4 people
Place artworks
6 people
Hang information panels
3 people
Attach artwork labels
3 people
Place route signs
4 people
Set up tables and chairs
4 people
Check the lighting
2 people
Set up the reception desk
2 people
Set up visitor registration
2 people
Set up the catering buffet
3 people
Make coffee and tea
2 people
Brief volunteers
2 people
Receive participants
4 people
Welcome visitors
4 people
Hand out route maps
2 people
Explain the artworks
6 people
Guide tours
3 people
Support the workshop space
2 people
Answer visitor questions
3 people
Restock programs
2 people
Refill drinks
2 people
Serve snacks
3 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Check toilets
2 people
Check route signs
2 people
Restock lighting
2 people
Guide visitors to the exit
2 people
Check out artists
2 people
Lock up venues
4 people

Aftercare

Pack artworks
4 people
Return artwork
3 people
Remove directional signs
3 people
Remove information boards
2 people
Dismantle furniture
4 people
Wash dishes
2 people
Clean the venues
4 people
Collect waste
2 people
Inventory materials
2 people
Store materials
2 people
Return borrowed materials
2 people
Clear away unused groceries
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 48
Reception desk
Coat racksqty 4
Stoolsqty 12
Parasolqty 4

Decorations

Directional signsqty 40
Directional signsqty 20
Information boardsqty 12
Artwork labelsqty 100
Photo framesqty 20
Tableclothsqty 12
Flower arrangementsqty 8
Name badgesqty 30
Name badgesqty 25

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 10
Power stripsqty 8
Laptopsqty 2
Tabletsqty 2
Printers
Power banksqty 4

Lighting

LED lampsqty 16
String lightsqty 8
Standing lampsqty 8
Flashlightsqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 50
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Pitchersqty 8
Thermos flasksqty 6
Serving bowlsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Storage binsqty 12
Pliersqty 6
Measuring cupsqty 4

Cleaning

Waste binsqty 8
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4
Dustpan and brushqty 4

Presentation

Pedestalsqty 12
Wall hooksqty 80
Adhesive stripsqty 12
Table easelsqty 30
Painter's canvasesqty 10
Work tablesqty 4
Apronsqty 20
Colored pencilsqty 20
Drawing paperqty 300
Pensqty 30

Catering

Groceries

Tips

Confirm venue reservations and opening hours before sending invitations or publishing the online event. Visitors need one reliable schedule, especially when the trail covers multiple locations.
Create the route map only after every participating location is confirmed, then print copies before event day. Keep a digital version available as well, but do not rely on visitors having mobile reception.
Record each artwork by location and prepare matching title lists, labels and information boards. Pack artworks safely and assign a named person to check each location after delivery.
Recruit volunteers early and assign them by location, rather than arranging a general pool on the day. Give each person a name badge, clear duties and the contact details they need for problems.
Check power and lighting at every venue at least 48 hours beforehand. Count extension cords, power strips, lamps, coffee equipment, tablets, laptops and power banks by location so nothing is left at the wrong venue.

Frequently asked questions

How far in advance should I organise an art trail?: Start contacting artists and venues at least 8–12 weeks before the event. Allow the final 2 weeks for registrations, route-map printing, artwork inventories, volunteer assignments and venue checks.
When should I publish an art trail route map?: Publish the online event after the route and opening hours are confirmed, usually 3–4 weeks before opening. Print the final route map 3–7 days beforehand, once no locations are expected to change.
How many volunteers do I need for an art trail?: Plan at least 1 volunteer per active venue during busy periods, plus 1 coordinator for the whole route. Create the location assignments 1–2 weeks before the event and give volunteers their instructions before the day.
When should artworks be delivered to the venues?: Transport and place artworks after the venue setup and access arrangements are confirmed, preferably 1 day before opening. Finish the inventory and label check at least 2 hours before visitors arrive.

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.