Artist presentation checklist

An artist presentation needs more than a confirmed speaker and a room. You need time to manage registrations, dietary requirements, artwork labels, presentation files, catering, printed materials and safe transport. Work through the plan in order, starting with the date, programme and venue before publishing invitations. In the final days, test every presentation file, confirm deliveries and check the room layout so the event can open without last-minute changes.

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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 date and program
2 people
Confirm the venue and room layout
2 people
Confirm artist and presenter
2 people
Draft invitations
2 people
Send invitations
2 people
Prepare promotional images
2 people
Publish promotion online
2 people
Process registrations
Collect dietary requirements
Calculate catering quantities
2 people
Reserve technical supplies
2 people
Produce printed materials and name badges
2 people
Check artworks and labels
2 people
Collect presentation files
2 people
Test presentation files
2 people
Place catering order
Print artist statements
2 people
Share route directions
Do the shopping
2 people
Collect equipment and materials
2 people
Transport Artwork Safely
3 people
Open venue
2 people
Receive deliveries
2 people
Clear the hall
3 people
Set up tables and chairs
3 people
Unpack artwork
3 people
Hang artworks
3 people
Place objects safely
2 people
Attach work labels
2 people
Hang the artist text
2 people
Set up information table
2 people
Set up the entrance and coat check
2 people
Set up the registration table
2 people
Connect the technical equipment
2 people
Test microphone and sound
2 people
Test projection and presentation
2 people
Aim lighting at the artwork
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Go over the program
3 people
Give the team briefing
4 people

Event

Staff the entrance
2 people
Register guests
2 people
Welcome guests
2 people
Hand out information materials
Lead a tour
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill snacks
2 people
Announce the presentation
Host the artist presentation
3 people
Moderate the Q&A
2 people
Manage microphone
Operate presentation images
Guide Guests to the Drinks Reception
2 people
Serve snacks
3 people
Refill coffee and tea
Answer visitor questions
2 people
Provide sales information
Check toilets
Empty trash bins
Say goodbye to visitors
2 people

Aftercare

Close the cash register and donations
2 people
Check artworks
2 people
Switch off the equipment
2 people
Collect tableware
2 people
Chill leftover catering
2 people
Clear tables and chairs
3 people
Dismantle artworks
3 people
Pack artworks
3 people
Return artwork
2 people
Wash dishes
2 people
Sort and remove waste
2 people
Clean the room
3 people
Clean the restrooms
2 people
Return equipment
2 people
Remove decorations
2 people
Handle the deposit and keys
Return borrowed materials
2 people
Send participant thank-yous
Archive photos and files

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Stoolsqty 6
Coat racksqty 2
Clothes hangersqty 80
Bollardsqty 6

Tableware

Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cake platesqty 80
Forksqty 80
Knivesqty 40
Spoonsqty 80
Serving spoonsqty 8
Serving traysqty 8
Small bowlsqty 12
Carafesqty 8

Equipment

Projector
Projection screen
Laptop
Microphonesqty 2
Speakersqty 2
Mixer
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB-C adaptersqty 2
Presentation clicker
Cable matsqty 8

Lighting

Spotlightsqty 8
Atmosphere lightsqty 6
LED lampsqty 10

Decorations

Plantsqty 8
Tableclothsqty 8
Photo framesqty 6
Decorative vasesqty 4
Flower arrangementsqty 4
Directional signsqty 8
Adhesive hooksqty 30
Picture hooksqty 40
Fishing lineqty 2
White glovesqty 12
Artwork labelsqty 40
Information boardsqty 6
Program bookletsqty 80
Name badgesqty 20
Pensqty 12
Guest book

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cubesqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 6
Measuring cupsqty 2
Storage binsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Cleaning glovesqty 6
Hand soap dispensersqty 3
Paper towel dispensersqty 3

Catering

Groceries

Tips

Set the date, programme, venue and room layout before sending invitations. Guests need clear timing and directions, while the presenter needs to know exactly when and where to arrive.
Close registrations early enough to calculate catering quantities and collect dietary requirements. Use the final attendee count when ordering food, drinks, plates, glasses and serving items.
Test every presentation file on the actual laptop, projector and screen before the event. Check HDMI and USB-C connections, microphones, speakers, the mixer and the presentation clicker rather than discovering compatibility problems during the presentation.
Prepare printed materials, name badges, artist statements, artwork labels and route directions together. This prevents small but visible details from being left until the venue is opening.
Plan a separate transport and delivery window for the artworks and technical equipment. Receive deliveries before guests arrive, transport artwork safely, and leave enough time to clear the hall and set up tables, chairs, stools and coat racks.

Frequently asked questions

How far in advance should I send invitations for an artist presentation?: Send invitations at least 3 to 4 weeks before the presentation. Set a registration deadline several days before the event so you can confirm attendance, dietary requirements and catering quantities.
When should I test the presentation files and projector?: Test the files and full technical setup 1 to 2 days before the event, then perform a short check when the venue opens. Test the laptop, projector, screen, cables, adapters, microphones, speakers and clicker together.
How many drinks should I plan per guest?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per additional hour. Use the confirmed registration count rather than the number of invitations when placing the order.
What should be finished before guests arrive?: Have the room layout, artwork, labels, printed materials, catering, name badges and technical equipment ready at least 30 minutes before opening. Receive deliveries earlier so setup is not competing with guest arrival.

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.