Art trail checklist: what to arrange and when

An art trail involves more than choosing artists and opening venues. You need a clear route, confirmed opening hours, artwork details, visitor information, transport, volunteers and signage that works across every location. Start with the route and participating venues, then build the programme and public information before arranging print, equipment and staffing. This checklist gives you a practical order for the 72 planning tasks and helps prevent last-minute gaps between venues.

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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

Set the route concept
2 people
Contact participating artists
2 people
Inventory exhibition venues
2 people
Confirm locations and opening hours
2 people
Collect participant details
Register artworks and titles
2 people
Design route map
2 people
Compile program
2 people
Publish website information
Draft a press release
Send press release
Send invitations
2 people
Process registrations
Collect dietary requirements
Book tours
Order print materials
Assign volunteers
2 people
Collect venue keys
Plan art transport
2 people
Check technical requirements
2 people
Check the signage
Pick up printed materials
Send artist letter
Do the shopping
2 people
Distribute materials by location
3 people
Deliver artworks
4 people
Clean exhibition spaces
4 people
Hang artworks
6 people
Place objects safely
4 people
Place work instructions
3 people
Set up reception tables
3 people
Put up route signs
4 people
Apply window stickers
2 people
Test the lighting
2 people
Test audiovisual equipment
2 people
Set up registration desk
2 people
Set up coffee station
2 people
Chill drinks
2 people
Lay out program brochures
2 people
Give volunteer briefing
3 people
Clear emergency exits
2 people
Check toilets
Prepare catering
3 people

Event

Open registration
3 people
Welcome visitors
4 people
Hand out route maps
3 people
Welcome the artists
2 people
Guide tours
3 people
Guide visitor flow
4 people
Answer information questions
2 people
Assist artists
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check route signs
2 people
Turn on evening lighting
2 people
Announce program items
Guide visitors to the exit
3 people
See off the last visitors
2 people

Aftercare

Dismantle artworks
6 people
Pack artworks
4 people
Return artwork
4 people
Remove decorations
3 people
Remove route signs
3 people
Put furniture back
4 people
Wash dishes
3 people
Clean the venues
5 people
Dispose of waste
2 people
Return borrowed materials
2 people
Clear away leftover catering
2 people

What to bring

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

Furniture

Reception tablesqty 8
High tablesqty 10
Chairsqty 80
Stoolsqty 20
Tableclothsqty 12
Clothes racksqty 6
Pedestal Blocksqty 20
Presentation boardsqty 24
Bollardsqty 20

Equipment

Cash register tabletsqty 2
Card machinesqty 2
Extension cordsqty 12
Power stripsqty 10
Audio-visual playersqty 6
Laptopsqty 3
Tabletsqty 4
Walkie-talkiesqty 8
Charging stationsqty 4

Lighting

LED lampsqty 16
String lightsqty 8
Battery lanternsqty 12
Spare batteriesqty 48

Decorations

Route signsqty 30
Directional signsqty 40
Window stickersqty 20
Artist signsqty 40
Work instructionsqty 120
Photo framesqty 12
Adhesive stripsqty 6
Painter's tapeqty 10
Ropeqty 4
Cable tiesqty 200

Tableware

Reusable cupsqty 150
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 8
Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Storage boxesqty 12

Catering

Groceries

Cleaning

Bucketsqty 6
Mopsqty 6
Broomsqty 6
Dustpan and brushqty 6
Waste binsqty 16
Waste binsqty 6
Rubber glovesqty 12

Paperwork

Route mapsqty 1200
Program leafletsqty 800
Name stickersqty 250
Registration formsqty 300
Pensqty 40
Clipboardsqty 12
Notepadsqty 12

Tools

Cordless drill driversqty 3
Screwdriversqty 6
Hammersqty 4
Spirit levelsqty 3
Screw assortmentqty 3
Hanging hooksqty 150
Work glovesqty 12

Transport

Transport cartsqty 4
Moving blanketsqty 30
Moving boxesqty 80
Bubble wrapqty 4
Packing tapeqty 12
Cling filmqty 4

Tips

Confirm every venue’s opening hours before publishing the route map. A single late change can make the printed programme, website and directional signs incorrect.
Collect artist names, artwork titles and practical requirements in one shared record at least 4 weeks before opening. This prevents missing labels and avoids discovering technical needs during setup.
Plan artwork transport by location, not just by artist. Give each venue a delivery window and check that keys, access instructions and display equipment are available before anything is moved.
Order printed maps, programmes and signs only after the route and venue details are final. Allow at least 7 days for delivery, then pick up and distribute materials by location before opening day.
Assign volunteers to specific venues and shifts, including time for key collection, visitor questions and closing. Test walkie-talkies, card machines, tablets, extension cords and charging stations before the public arrives.

Frequently asked questions

How early should you start organising an art trail?: Start at least 12 weeks before opening, especially if several artists and venues are involved. Confirm the route, venues and participants first; leave the final 2 weeks for printing, transport, signage and volunteer checks.
What information should an art trail programme include?: Include every venue address, opening hour, participating artist, artwork title and route information. Finalise these details at least 4 weeks before the event so the website, press release and printed materials match.
How many volunteers do you need for an art trail?: Plan at least 1 volunteer per open venue per shift, then add cover for breaks, keys and unexpected absences. Create the rota 2 to 3 weeks in advance and send each person their location, hours and responsibilities.
When should art trail signs be put up?: Install route signs, directional signs, window stickers and artist signs after the final route check, normally 1 day before opening. Walk the route once as a visitor and replace any sign that is hidden, confusing or missing.

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.