Children’s Art Exhibition Checklist

Use this checklist to organise a children’s art exhibition in the right order, from collecting artwork and confirming permissions to preparing the room for visitors. Plan the display before the event day: check each piece, number the artworks, print labels and map the visitor route. Allow extra time for hanging work and setting up refreshments, especially if children are helping. The checklist also covers registration details, dietary requirements, craft activities, drinks and the reception desk.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Send invitations
Process registrations
Collect dietary requirements
Reserve venue
Collect artworks
2 people
Check artworks
2 people
Check permissions
Number artworks
2 people
Set up art labels
2 people
Print programs
Make route signs
Take photos of artworks
Publish the promo message
Do the shopping
2 people
Pack artworks
2 people
Chill drinks
Prepare snacks
2 people
Set up tables
3 people
Set up chairs
2 people
Set up exhibition walls
3 people
Hang artworks
3 people
Attach art labels
2 people
Set up the reception desk
2 people
Set up children's craft table
2 people
Set up the catering table
2 people
Check the lighting
Check safe walking route
2 people

Event

Welcome visitors
2 people
Register visitors
Explain the exhibition
2 people
Supervise the craft table
2 people
Serve snacks
2 people
Refill drinks
Clear tables during the event
2 people
Wave goodbye to visitors
2 people

Aftercare

Collect the artwork
3 people
Pack artworks
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Put furniture back
3 people
Remove decorations
2 people
Check materials
2 people
Return borrowed items
2 people
Return artwork
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Exhibition wallsqty 6
Craft tableqty 2
Waste binsqty 4
Clothes racksqty 2

Tableware

Glassesqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Pouring jugsqty 4

Decorations

Art framesqty 40
Passe-partoutsqty 40
Adhesive stripsqty 4
Name badgesqty 50
Tableclothsqty 8
Buntingqty 4
Flower arrangementsqty 4
Wayfinding signsqty 6

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3
Camera

Kitchen

Coffee makerqty 2
Kettlesqty 2
Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 6
Thermos flasksqty 4
Ice packsqty 12

Children's activities

Drawing paperqty 200
Colored pencilsqty 40
Markersqty 40
Wascoqty 30
Scissorsqty 12
Glue Sticksqty 12
Craft binsqty 6
Protective apronsqty 12

Office

Clipboardsqty 3
Pen setsqty 6
Notepadsqty 4
Tapeqty 6
Clipboard

Cleaning

Washing-up bowlsqty 2
Dish brushesqty 3
Cleaning clothsqty 12
Broomqty 2
Dustpan and brushqty 2
Mopqty 2

Catering

Groceries

Tips

Collect artwork several days before the exhibition, not on the morning itself. Check that every piece has the child’s name, the required permission and a suitable frame or mount before you start numbering and hanging.
Create the visitor route before making signs. Walk it once from the entrance to the exhibition walls, craft table and catering table so signs point to real turns rather than estimated locations.
Set up the exhibition walls before hanging artwork. Keep labels at a consistent height and leave enough space between pieces for visitors to read each label without blocking the next artwork.
Prepare drinks and snacks after the main room setup is stable. Chill drinks in coolers, place serving platters and pouring jugs on the catering table, and keep a separate area for dietary-requirement options.
Leave a final 30-minute check before doors open. Test the reception laptop and printer, confirm the programs and route signs are visible, and check that extension cords and power strips do not create trip hazards.

Frequently asked questions

How early should I collect artwork for a children’s art exhibition?: Collect the artwork at least 3 to 7 days before the exhibition. This gives you time to check permissions, identify missing pieces, number the work and prepare labels without rushing.
How long does it take to set up a children’s art exhibition?: Allow about 3 to 4 hours for a small exhibition with exhibition walls, tables, chairs and refreshments. Add another 30 to 60 minutes if artwork needs framing, extensive labels or a visitor route with multiple signs.
How many drinks and snacks do I need for a children’s art exhibition?: For the first hour, plan on roughly 2 drinks per person, with extra water available for children. Prepare at least 2 small snack portions per child and keep dietary requirements separate and clearly identified.
When should I send invitations for a children’s art exhibition?: Send invitations 2 to 3 weeks before the event and set registration to close about 3 to 5 days beforehand. Use the final registration list to confirm attendance, dietary requirements, programs and the amount of refreshments needed.

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.