What you need for an art trail

An art trail needs more than artwork and a printed map. Each venue must be easy to find, ready for visitors and equipped for safe, clear presentation. Plan supplies by location so route signs, artist information, lighting and display furniture arrive where they are needed. Allow extra time for printed materials, batteries, extension cords and payment equipment: these are easy to overlook and difficult to replace on the day.

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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
- Coffee beans - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Fresh mint - 4 bunches
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Still mineral water - 10 bottles
- Sparkling mineral water - 10 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Alcohol-free beer - 4 crates
- White beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Grape juice - 4 bottles
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 6 kilos
- Mandarins - 40 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Mixed nuts - 3 kilo
- Olives - 6 jars
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Cheese - 4 kilos
- Brie - 2 kilos
- Grape jam - 3 jars
- Baguettes - 20 pieces
- Crackers - 12 packs
- Rice cakes - 8 packs
- Gluten-free crackers - 3 packs
- Vegan spread - 8 packs
- Mini quiches - 180 pieces
- Vegetable spring rolls - 150 pieces
- Vegan falafel - 120 pieces
- Gluten-free snacks - 60 pieces
- Unsalted butter - 2 packs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Toilet paper - 24 rolls
- Hand soap - 8 bottles
- Hand gel - 8 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- Cleaning spray - 6 bottles
- Disinfectant wipes - 8 packs
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 8 packs

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

Count route signs and directional signs by junction, entrance and venue rather than ordering one per location. Add at least one spare sign for damaged or missing materials.
Check every venue’s power and display requirements before buying equipment. Keep extension cords, power strips and adhesive strips available for last-minute layout changes.
Plan lighting for the darkest room and the latest opening hour. Pack spare batteries with battery lanterns, and test LED lamps before distributing them.
Prepare artist signs, work instructions and window stickers in clearly labelled venue packs. Include the correct artwork titles and place each pack with the materials for that location.
If visitors can buy work or pay for tours, provide a card machine and cash-register tablet at each relevant venue. Charge all devices before opening and bring charging stations or backup power where outlets are limited.

Frequently asked questions

What should I buy for an art trail?: Plan for four groups of supplies: wayfinding, artwork presentation, lighting and visitor operations. Typical items include route signs, artist signs, display boards or pedestal blocks, LED lamps, tables, chairs, card machines and extension cords.
How many signs do I need for an art trail?: Count every turn, entrance and venue approach on the route, then add one spare sign for each major route section. A printed route map should also show all participating venues and opening hours.
When should I order printed materials for an art trail?: Order route maps, program sheets, artist signs and other printed materials early enough to check names, artwork titles and opening hours before printing. Keep at least several days between delivery and the event for sorting and corrections.
How do I prepare equipment for multiple art trail venues?: Make one labelled equipment pack per venue at least one day before opening. Test tablets, card machines, audio-visual players and lighting, charge devices fully, and include the cables, batteries and power strips each location needs.

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