Exhibition opening checklist

An exhibition opening needs two plans running at once: the exhibition must be ready, and guests must know where to go and what to expect. Start with the date, programme, room layout and venue hours, then work outward to invitations, registration, catering and press contact. In the final week, focus on labels, sales information, signs, equipment and dietary requirements. The last day is for clearing the room, hanging the work, placing objects and testing the opening programme—not for solving missing supplies.

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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

Set the date and program
2 people
Determine artworks and room layout
2 people
Confirm opening hours with the venue
Reserve catering and drinks
Draft invitations
Send invitations
Open the registration form
Contact the press and invitees
Process registrations
Collect dietary requirements
Create final guest list
Prepare name badges
2 people
Create program and directional signs
Check artwork labels
2 people
Print pricing and sales information
Confirm speakers and opening remarks
Assemble the music playlist
Check the shopping list
2 people
Do the shopping
2 people
Buy fresh snacks
2 people
Transport artworks safely
3 people
Clear the room completely
2 people
Check exhibition walls
2 people
Hang artworks
3 people
Place sculptures and objects
3 people
Hang artwork labels
2 people
Aim lights at artwork
2 people
Set up tables and chairs
3 people
Set up the reception desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set up coffee and tea station
2 people
Test sound equipment
2 people
Set background music
Check toilet and public areas
2 people
Clear emergency exits
2 people
Give the team briefing
4 people

Event

Welcome guests
3 people
Check off registrations
2 people
Distribute program
2 people
Manage the cloakroom
2 people
Guide guests to the exhibition
2 people
Serve snacks
3 people
Serve drinks
3 people
Announce the opening speech
Give the opening speech
2 people
Answer visitors' questions
2 people
Refill drinks
2 people
Refill snacks
2 people
Refill coffee and tea
Empty trash bins
2 people
Clear tables during the event
2 people
Provide sales information
Guide visitors to the exit
2 people
Issue the cloakroom
2 people
Wrap up music and reception

Aftercare

Pack catering leftovers safely
2 people
Check artworks
2 people
Cover artworks
3 people
Remove decorations
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Switch off equipment
2 people
Collect and remove waste
2 people
Clean the room
3 people
Clean the restrooms
2 people
Put artworks back
3 people
Inventory materials
Return borrowed materials
2 people
Store leftover groceries
Register lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Stoolsqty 12
Coat racksqty 2
Clothes hangersqty 120
Bollardsqty 8

Tableware

Glassesqty 120
Wine glassesqty 100
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Ice cube traysqty 4

Equipment

Wireless speakerqty 2
Wireless microphone
Extension cordsqty 6
Power stripsqty 6
Ladderqty 2
Tool casesqty 2
Measuring tapesqty 2
Wire cuttersqty 2

Decorations

Tableclothsqty 8
Adhesive stripsqty 4
Picture hooksqty 40
Plant decorationsqty 12
Information boardsqty 8
Photo frame standsqty 12

Lighting

LED spotlightsqty 12
Atmosphere lightsqty 8
Spare batteriesqty 24

Catering

Groceries

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Registration

Clipboard foldersqty 4
Ballpoint pensqty 20
Name badgesqty 120
Program flyersqty 150
Cash register or cash box
Payment terminal
Visitor book

Safety

Flashlightsqty 4
First aid kit
Cable matsqty 8
Nitrile glovesqty 2

Tips

Set the room layout before ordering furniture or printing signs. Mark the positions of tables, chairs, stools, coat racks, artwork and sculptures so you can check circulation and sightlines in advance.
Close guest registration early enough to prepare name badges and catering quantities. Use the final guest list to confirm dietary requirements and plan seating, drinks and serving equipment.
Treat artwork labels and pricing information as separate checks. Verify every title, artist name and price before printing, then place labels only after each work is in its final position.
Schedule artwork transport before the venue is cleared. Protect fragile pieces during transit, and keep a ladder, measuring tapes, tool cases, wire cutters and adhesive strips available for installation adjustments.
Test the wireless microphone, speaker, extension cords and power strips before guests arrive. Also check coffee machines, kettles, thermos flasks, coolers, glasses and serving platters while there is still time to replace anything missing.

Frequently asked questions

How far in advance should I send exhibition opening invitations?: Send the first invitations about 3 to 4 weeks before the opening. Keep registration open for roughly 2 weeks, then use the final 3 to 5 days to confirm the guest list, dietary requirements and name badges.
When should an exhibition be fully installed before the opening?: Aim to have the room cleared and the artworks installed at least 24 hours before guests arrive. This leaves time to correct labels, lighting, spacing, directional signs and sales information without working around visitors.
How much food and drink do I need for an exhibition opening?: For the first hour, allow about 2 to 3 drinks per guest, then adjust for the length of the programme. Plan approximately 4 to 6 small snack portions per person, with dietary options based on the confirmed guest list.
What should I check on the day of an exhibition opening?: Use a final check 2 to 3 hours before opening: confirm artwork placement and labels, test the microphone and speaker, set out glasses and serving platters, check signs, and make sure the programme and guest list are ready.

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.