What you need for a children’s art exhibition

A children’s art exhibition needs more than frames and artwork. Plan separate supplies for displaying pieces, welcoming visitors, serving refreshments and keeping children occupied at the craft table. Check quantities against your expected visitor count, then add a small buffer for cups, plates and snacks. The items below also cover commonly missed practical details, such as adhesive strips, extension cords, waste bins and clear wayfinding signs.

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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
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 pack
- Milk - 6 liters
- Oat milk - 3 liters
- Still water - 6 bottles
- Sparkling water - 4 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Lemonade syrup - 2 bottles
- Lemons - 6 pieces
- Ice cubes - 4 bags
- Mini rolls - 60 pieces
- Young cheese - 1,5 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Lettuce - 4 heads
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 4 kilograms
- Mandarins - 40 pieces
- Mini cucumbers - 3 kilogram
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Rice cakes - 6 packs
- Salted breadsticks - 5 packs
- Gluten-free crackers - 4 packs
- Cookies - 8 packs
- Gluten-free cookies - 3 packs
- Mini muffins - 60 pieces
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paper napkins - 4 packs
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
- Disinfecting wipes - 3 packs
- Paper towels - 4 packs

Tips

Allow two to three drinks per person for the first hour, then one additional drink per person for each following hour. Chill drinks before guests arrive and keep extra glasses nearby.
Bring enough plates, cups and cutlery for your full guest list, plus about 10% extra. Shared serving platters and pouring jugs reduce queues at the catering table.
Use one art label for every displayed piece, and pack extra adhesive strips in case labels or frames need repositioning. Keep the printer available for last-minute corrections.
Plan one clear wayfinding sign for each turn or decision point between the entrance, exhibition area, reception desk, toilets and catering table. Print a few spare signs before setup.
Set aside a complete craft-table kit rather than scattering supplies across the venue. Include a table, tablecloth, waste bin and enough seating for the children using it at the same time.

Frequently asked questions

How many drinks do I need for a children’s art exhibition?: Plan two to three drinks per guest for the first hour, followed by one drink per guest for every additional hour. Add around 10% extra for spills, refills and unexpected visitors.
How many art labels should I print?: Print one label for every artwork on display, plus at least 10% spare labels. Keep the laptop and printer available until all pieces have been checked and numbered.
What serving supplies are needed for the exhibition refreshments?: Provide one plate, glass or coffee cup, and cutlery set per expected guest, with about 10% extra. Add serving platters, pouring jugs, a coffee maker and kettles for the catering table.
What should I buy for the children’s craft table?: Prepare a dedicated craft table with a tablecloth, seating, a waste bin and the planned craft materials. Set it up at least 30 minutes before opening so children can start without interrupting the exhibition setup.

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