Exhibition checklist: what to arrange and when

Organising an exhibition means coordinating artworks, exhibitors, visitors, paperwork and the room itself. Start by fixing the venue and date, then give exhibitors clear submission requirements and deadlines. Before opening, you still need to check every artwork, prepare labels and prices, arrange transport, test equipment and set up refreshments. This checklist keeps those jobs in order so that missing information, damaged works or last-minute practical problems do not delay the opening.

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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

Reserve exhibition space
Set exhibition date
2 people
Confirm participating exhibitors
2 people
Send exhibitor information
Collect submissions and formats
2 people
Register artworks
2 people
Compile title lists
2 people
Write captions
2 people
Compile a price list
Design invitations
Send invitations
2 people
Publish the exhibition online
Process registrations
Collect dietary requirements
Order catering
Check supplies
2 people
Reserve equipment
Plan transport of works
2 people
Send press release
Post on social media
Do the shopping
2 people
Collect the artworks
3 people
Check artworks
2 people
Fill out damage forms
2 people
Clean the room
3 people
Measure walls and walking route
2 people
Lay out exhibition plan
3 people
Set up tables and chairs
3 people
Build exhibition walls
4 people
Place pedestals and display cases
3 people
Adjust the lighting
2 people
Hang artworks
4 people
Set up artworks
3 people
Attach captions
2 people
Place information signs
2 people
Set up the reception desk
2 people
Prepare sales records
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Set up the cloakroom
2 people
Signpost the entrance and route
2 people
Check toilets
Conduct a safety check
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Welcome visitors
2 people
Provide guided tours
2 people
Deliver the opening speech
2 people
Serve catering
3 people
Refill drinks
2 people
Refill coffee and tea
Collect tableware
2 people
Keep the exhibition area tidy
2 people
Check artworks
2 people
Process sales forms
Wave goodbye to visitors
2 people
Close the register
2 people
Secure artworks
3 people

Aftercare

Clean up catering
3 people
Wash dishes
2 people
Remove decorations
3 people
Dismantle exhibition walls
4 people
Pack artworks
4 people
Return artwork
3 people
Clean the venue thoroughly
3 people
Collect and remove waste
2 people
Return borrowed materials
2 people
Store reception materials
2 people
Submit sales data
Inform exhibitors about sales
Send visitor thank-you gifts

What to bring

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

Furniture

Exhibition wallsqty 12
Pedestalsqty 8
Display casesqty 3
Tablesqty 6
Chairsqty 40
Coat racksqty 2
Waste binsqty 6
Reception desk

Equipment

Laptopqty 2
Printer
Payment terminal
Extension cordsqty 8
Power stripsqty 6
Laddersqty 2
Tool casesqty 2

Lighting

LED spotlightsqty 12
Standing lampsqty 4
Power splittersqty 8

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Carafesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving traysqty 8
Serving tongsqty 6
Thermos flasksqty 4

Decorations

Tableclothsqty 8
Plantsqty 10
Photo framesqty 6
Cable traysqty 12

Communication

Information boardsqty 6
Direction arrowsqty 12
Name badgesqty 30
Registration formsqty 150
Sales formsqty 50
Pensqty 30

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the venue and exhibition date before confirming exhibitors. Aim to send the first exhibitor information several weeks before submissions are due, including file formats, delivery instructions and the final artwork deadline.
Create one record for every artwork as soon as it arrives. Check its condition against the damage form, then prepare the title, artist name, medium and price before installation day rather than during the opening.
Plan the room on paper before moving furniture. Mark the positions of exhibition walls, pedestals, display cases, reception furniture and power points, and leave clear routes for visitors and artwork transport.
Treat invitations, online publication and press outreach as separate deadlines. Send invitations early enough for replies, publish the exhibition details before registration closes, and send the press release while there is still time for coverage.
Test the practical setup at least one day before opening. Check LED spotlights, extension cords, the laptop, printer and payment terminal, and prepare glasses, cups, plates, serving equipment and chilled storage before catering arrives.

Frequently asked questions

How far in advance should I start organising an exhibition?: Start at least 8 to 12 weeks before the opening if several exhibitors are involved. Fix the venue and date first, then allow time for submissions, artwork checks, invitations, transport and room setup.
When should exhibitors submit their artwork information?: Set the submission deadline 3 to 4 weeks before the exhibition opens. This gives you time to register the works, compile title and price lists, write captions and resolve missing formats or details.
How long before an exhibition should I send invitations?: Send invitations about 3 weeks before the opening, with the date, venue, registration details and any deadline for dietary requirements. Send a reminder 5 to 7 days beforehand if attendance is limited.
When should I arrange transport for exhibition artworks?: Confirm transport at least 1 to 2 weeks before installation. Collect the artworks early enough to inspect their condition, complete damage forms and solve packing or delivery problems before the exhibition opens.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.