What to buy for an art trail

An art trail needs more than artwork and venues. Visitors must be able to follow the route, understand what they are seeing and find a staffed welcome point at each location. This shopping list covers practical items such as printed maps, directional signs, artwork labels, name badges, refreshments, lighting and power supplies. Check quantities by venue before shopping, especially for items shared between locations.

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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
- Coffee beans - 3 kilo
- Tea bags - 200 pieces
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger ale - 6 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Ham - 2 kilos
- Salami - 2 kilo
- Whole wheat bread - 12 loaves
- Baguettes - 16 pieces
- Crackers - 12 packs
- Butter - 1 kilo
- Potato salad - 4 kilos
- Pasta salad - 4 kilo
- Olives - 2 kilos
- Pickles - 2 jars
- Nut mix - 2 kilo
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Salt breadsticks - 8 packs
- Cookies - 12 packs
- Brownies - 8 boxes
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Hand soap - 8 bottles
- Paper towels - 12 rolls
- Disinfecting wipes - 8 packs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Cardboard takeaway containers - 100 pieces

Tips

Print at least one route map per visitor, plus 10% extra for late arrivals and replacements. Keep a larger route map at the reception desk and place directional signs at every turn where visitors could lose the route.
Prepare one artwork label for every displayed piece and one information board for each venue. Print 10% extra labels and boards in case details change or materials are damaged during installation.
For a staffed venue, allow one name badge per volunteer or artist on duty, plus 10% spare. Keep badges, title lists and registration equipment together at the reception desk so volunteers do not have to search for them.
For refreshments, plan two cups per visitor if coffee or tea is served, then add 10% spare. Bring enough reusable cups and coffee cups for the busiest hour rather than the average attendance.
Check power at every venue at least 7 days before opening. Count extension cords, power strips, LED lamps and power banks by location, and keep flashlights available for dark rooms or unexpected power cuts.

Frequently asked questions

What should I buy for an art trail?: Plan supplies for four areas: visitor guidance, artwork information, refreshments and venue equipment. Typical items include printed route maps, directional signs, labels, information boards, name badges, reusable cups, coffee supplies, lighting and extension cords.
How many route maps do I need for an art trail?: Prepare one printed map per expected visitor and add 10% for spare copies. For example, 200 visitors require about 220 maps, including copies for the reception desk and replacement stock.
How many artwork labels should I print?: Print one label for every artwork on display, plus at least 10% extra. If the trail has 80 artworks, prepare 88 labels so last-minute changes or damaged labels do not delay installation.
When should I check the art trail shopping list?: Do a first stock check at least 14 days before the trail and a final check 2 to 3 days before opening. This leaves time to buy missing items, print replacements and distribute supplies to each venue.

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