Exhibition checklist: organise the show from date to opening

An exhibition comes together through a sequence of decisions, not just the installation day. Confirm the date and venue first, then lock in artists, opening hours and the floor plan before sending invitations or ordering catering. Allow time for registrations, dietary requirements, equipment tests and artwork delivery. The final setup includes walls, lighting, signs, name tags and secure placement of every work, so the opening does not depend on last-minute fixes.

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

Confirm exhibition date
Reserve venue
Set opening hours
Create the exhibition layout
2 people
Confirm participating artists
Collect job descriptions
Draft invitations
Send invitations
2 people
Post promotion online
Hang posters
2 people
Process registrations
Collect dietary requirements
Order catering
Test the equipment
2 people
Check artworks
2 people
Prepare name badges
Print route signs
Do the shopping
2 people
Deliver artworks
3 people
Clean the venue
2 people
Set out furniture
3 people
Set up exhibition walls
3 people
Hang artworks
4 people
Set up objects securely
3 people
Place name tags
2 people
Adjust the lighting
2 people
Connect the sound system
2 people
Set up registration desk
2 people
Set up catering
3 people
Chill drinks
2 people
Conduct a safety check
2 people
Brief the opening team
3 people

Event

Welcome visitors
3 people
Explain the program
Give the opening speech
Guide tours
2 people
Serve catering
3 people
Refill drinks
2 people
Answer visitor questions
2 people
Register attendance
2 people
Tidy up the hall in between
2 people
Guard artworks
2 people
Inform last visitors
2 people

Aftercare

Dismantle artworks
4 people
Return artworks
3 people
Dismantle exhibition walls
3 people
Put furniture back
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Remove decorations
2 people
Collect invoices and receipts
Send thank-you messages

What to bring

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

Furniture

Exhibition wallsqty 8
High tablesqty 6
Chairsqty 30
Registration desk
Beer tablesqty 3
Tableclothsqty 9
Coat racksqty 2
Bollardsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8

Lighting

Spotsqty 12
Atmosphere lightsqty 6

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 100
Forksqty 100
Knivesqty 60
Spoonsqty 60

Kitchen

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

Decorations

Name badge holdersqty 30
Photo framesqty 12
Adhesive stripsqty 4
Ornamental plantsqty 8
Table décorqty 10

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop set
Cleaning bucketsqty 2
Microfiber clothsqty 12
Toilet brushesqty 2

Catering

Groceries

Tips

Set the venue and opening hours before promoting the exhibition. Keep at least one full setup period before opening for cleaning, furniture, exhibition walls, lighting and route signs.
Confirm participating artists and collect artwork details early enough to create accurate job descriptions, labels and name tags. Leave at least 7 days for corrections before printing.
Treat catering numbers as a deadline, not an estimate. Close registrations several days before the event, then use the final headcount and dietary requirements to order food, drinks, glasses and serving equipment.
Test the laptop, projector, screen, speakers and microphone in the actual venue before opening day. Check extension cords, power strips and cable mats at the same time so cables do not create trip hazards.
Schedule artwork delivery before the public arrives, with enough time to check every piece and hang it safely. Place bollards or other barriers where needed, and do not leave name tags, signs or secure fixings until the last hour.

Frequently asked questions

How far in advance should I start organising an exhibition?: Start at least 6 to 8 weeks before the opening date. That gives you time to reserve the venue, confirm artists, prepare invitations, process registrations and arrange catering and equipment.
When should I send exhibition invitations?: Send the main invitations 3 to 4 weeks before the opening. Send a reminder 5 to 7 days beforehand, after you have checked registrations and dietary requirements.
How long does it take to set up an exhibition?: Allow at least 4 to 6 hours for a small exhibition, excluding artwork delivery and cleaning. Larger displays with exhibition walls, projection, lighting and furniture may need a full day or more.
When should I order catering for an exhibition opening?: Order catering once registrations have closed, usually 3 to 5 days before the opening. Add the confirmed dietary requirements and plan drinks and tableware for the actual guest count.

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.