Exhibition evening checklist: what to arrange and when

An exhibition evening needs more than artwork and an opening time. You need to coordinate creators, registrations, captions, display furniture, catering, technical equipment and the movement of pieces into the venue. This checklist gives you the full sequence, from confirming the date and theme to testing the microphone and checking accessibility. Start early with invitations and reservations; leave the final days for printing, transport, cleaning and room setup.

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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

Confirm date and location
Set the exhibition theme
2 people
Inventory participating creators
2 people
Collect job descriptions
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Print the program
Check projects
3 people
Number the pieces
2 people
Create captions
2 people
Create a floor plan for the exhibition
2 people
Make catering reservation
Make furniture reservation
Test technical equipment
2 people
Collect presentation files
Design signage
Print Signage
Purchase catering supplies
2 people
Check the decoration supplies
Transport the pieces
3 people
Clean the venue beforehand
3 people
Check damage and accessibility
2 people
Bring materials to the halls
4 people
Set up tables
3 people
Set up chairs
3 people
Set up exhibition panels
4 people
Hang paintings
4 people
Set up objects securely
3 people
Hang up captions
2 people
Hang up floor plan
Adjust the lighting
2 people
Set up the presentation screen
2 people
Test presentation
2 people
Hang up decorations
3 people
Set up the reception table
2 people
Prepare visitor list
Prepare name stickers
Prepare coffee and tea
2 people
Chill drinks
2 people
Prepare snacks
4 people
Set up buffet
3 people
Clear the walkways
2 people
Conduct the final room check
2 people

Event

Welcome visitors
3 people
Register visitors
2 people
Hand out name stickers
Explain the route to the exhibition
2 people
Give the opening speech
Guide presentation
2 people
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Refill coffee and tea
2 people
Restock the buffet
2 people
Check the halls
2 people
Collect waste
2 people
Wash dishes
2 people
Wave goodbye to visitors
3 people

Aftercare

Finish build-out
4 people
Pack items safely
4 people
Switch off equipment
2 people
Remove decorations
3 people
Put furniture back
4 people
Clear up the rooms
4 people
Clean the tableware
2 people
Clean the floors
3 people
Dispose of waste
2 people
Collect lost and found items
Lock up the venue
2 people
Return rental items
2 people
Return artworks
3 people
Store leftover stock
2 people
Archiving the visitor list

What to bring

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

Furniture

Reception tablesqty 2
Buffet tablesqty 4
Seating chairsqty 80
High tablesqty 8
Display panelsqty 12
Pedestalsqty 8
Dressing tablesqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Dessert platesqty 120
Pastry forksqty 120
Teaspoonsqty 100
Serving traysqty 12
Serving tongsqty 8

Decorations

Tableclothsqty 10
Buntingqty 12
Vasesqty 12
Artificial flowersqty 24
Photo framesqty 10
Name badge holdersqty 20
Adhesive stripsqty 4
Clothespinsqty 100

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Cable tiesqty 50
Standsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving bowlsqty 12
Measuring cupsqty 2
Tea towelsqty 12

Lighting

LED spotlightsqty 12
Atmosphere lightsqty 10
LED light stringsqty 6

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6
Waste binsqty 8

Catering

Coffee and tea serving traysqty 4
Drink dispensersqty 3
Thermos bottlesqty 4
Ice cube traysqty 4
Groceries

Tips

Confirm the date and venue before inviting creators, then allow at least 2–3 weeks for registrations and dietary requirements to come in. Late replies affect catering numbers, seating and the printed programme.
Create the floor plan after you know how many pieces and display panels, pedestals or tables are available. Number every piece and match it to a caption before anything is transported.
Reserve catering and furniture together, using the expected guest count to estimate tables, chairs, glasses, cups and serving pieces. Recheck the quantities 3–5 days before the evening, when registrations have stabilised.
Test the laptop, projector, screen, speakers, microphone, extension cords and power strips in the actual room at least 1 day ahead. Bring cable ties and check that cables do not block entrances or accessible routes.
Finish signage and the programme before the final setup day, then clean the venue and inspect damage and accessibility before bringing materials into the halls. Keep adhesive strips, name badge holders and display materials together so setup does not stall.

Frequently asked questions

How far in advance should I organise an exhibition evening?: Start 6–8 weeks before the event. Confirm the date, location, theme and participating creators first; send invitations early enough to leave at least 2 weeks for registrations and dietary information.
When should I print the exhibition programme and signage?: Print both 2–3 days before the exhibition evening, after registrations, artwork numbers, captions and the floor plan are checked. Keep a small spare batch in case pieces or names change at the last minute.
How early should the artwork arrive at the venue?: Transport the pieces after the venue has been cleaned and accessibility and damage checks are complete, usually on the day before or several hours before opening. Allow at least 2–3 hours for placing, numbering and checking the display.
How many technical checks are needed before an exhibition evening?: Do one full test at least 1 day before the event and a short repeat check on the day itself. Test every presentation file, the projector, screen, speakers, microphone and power connections in their final positions.

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.