Exhibition opening checklist

An exhibition opening needs more than finished artwork and a date on the calendar. You’ll need to coordinate registrations, dietary requirements, catering, guided tours, the opening speech and technical checks before guests arrive. On the day, allow time to inspect labels and artworks, set up the reception area, arrange food and drinks, and test the sound system. This checklist puts the work in a practical order so small details do not become last-minute problems.

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

Compile guest list
Send invitations
2 people
Process registrations
Collect dietary requirements
Order catering
Plan guided tours
2 people
Prepare opening speech
Check artworks
2 people
Check captions
2 people
Test the equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Check fresh produce
Open venue
2 people
Check the artworks
2 people
Set up tables
3 people
Set up chairs
2 people
Set up the reception table
2 people
Lay out name badges
Hang decorations
2 people
Direct light onto artworks
2 people
Test sound system
2 people
Prepare snacks
3 people
Set up buffet
3 people
Set out coffee and tea
2 people
Place route signs
2 people
Hold team briefing
6 people

Event

Welcome guests
3 people
Check off registrations
2 people
Manage the cloakroom
2 people
Serve drinks
3 people
Serve snacks
3 people
Give the opening speech
2 people
Give tours
3 people
Refill drinks
2 people
Restock the buffet
2 people
See off guests
2 people

Aftercare

Store leftovers safely
2 people
Wash dishes
3 people
Collect waste
2 people
Put furniture back
3 people
Remove decorations
2 people
Clean the venue
3 people
Switch off equipment
2 people
Secure artwork
2 people
Return supplies
2 people

What to bring

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

Furniture

Cocktail tablesqty 6
Chairsqty 40
Reception desk
Coat racksqty 2
Waste binsqty 4

Exhibition

Presentation plinthsqty 8
Wall hooksqty 30
Artwork labelsqty 80
Image protectorsqty 8

Tableware

Wine glassesqty 80
Water glassesqty 60
Platesqty 80
Forksqty 80
Serving spoonsqty 8
Serving traysqty 6
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4

Equipment

Speaker
Wireless microphone
Power stripsqty 4
Extension cordsqty 4
Cable matsqty 20

Decorations

Tableclothsqty 6
Flower arrangementsqty 6
Guest book
Pen holdersqty 6
Name badge holdersqty 80
Route sign standsqty 8

Lighting

LED spotlightsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2

Catering

Groceries

Tips

Finish the guest list and invitation process early enough to review registrations and collect dietary requirements before ordering catering. A final headcount gives the caterer a clear number to work with.
Inspect every artwork and caption before opening the venue to guests. Check labels, image protectors, wall hooks and lighting while there is still time to correct a misplaced or poorly lit piece.
Test the speaker, wireless microphone and power connections before the opening speech. Keep extension cords, power strips and cable mats ready so cables do not create a trip hazard.
Set up the reception desk with name badges, the guest book and pens before doors open. Put coat racks and waste bins where guests can find them without blocking the exhibition route.
Prepare drinks, coffee, tea and snacks close to serving time rather than leaving everything out early. Chill drinks in coolers, check fresh produce, and keep serving trays, tongs and spoons ready for quick replenishment.

Frequently asked questions

How far in advance should I plan an exhibition opening?: Start the guest list, invitations and catering arrangements at least 4 to 6 weeks before the opening. Confirm registrations and dietary requirements again 5 to 7 days beforehand.
When should I check the artworks and captions?: Do a full artwork and caption check 1 to 2 days before the event, then make a final walk-through on the day. This leaves time to fix labels, lighting, hooks or image protection before guests arrive.
How early should I set up an exhibition opening?: Open the venue at least 3 to 4 hours before the doors open. Use the first part for furniture and exhibition checks, then reserve at least 60 minutes for catering, reception setup and sound testing.
How much wine and water do I need for an exhibition opening?: Plan roughly 2 to 3 drinks per guest during the first hour, including wine and non-alcoholic options. Add water throughout the event and keep extra glasses available so service does not stop during the opening speech or tours.

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.