Exhibition opening checklist

An exhibition opening has two schedules to manage: preparing the artworks and preparing the guests. Set the date and opening hours first, then allow time for invitations, registrations, catering and the opening programme. Artwork transport, unpacking and hanging should happen before the event, with labels and room signs checked separately. This checklist covers the details that are easy to leave until the last day, including glasses, presentation equipment, power supplies and a clear reception point.

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

Set exhibition date and time
2 people
Coordinate opening hours
2 people
Prepare guest list
2 people
Write invitation text
Send invitations
2 people
Announce the opening online
Process registrations
Confirm registrations
Collect dietary requirements
Create an opening program
2 people
Record speakers and welcome speech
2 people
Determine catering quantities
2 people
Reserve drinks and snacks
Check supplies
2 people
Check the shopping list
Print signs and room texts
2 people
Print signage
Checking work instructions
2 people
Transport artworks
3 people
Unpack artwork
3 people
Check artwork for damage
2 people
Hang artworks
3 people
Place sculptures and objects
3 people
Place labels with the artworks
2 people
Hang hall signage
2 people
Aim the lighting at the artworks
2 people
Test equipment and music
2 people
Open and test the presentation
Check Route and Accessibility
2 people
Clear emergency exits
2 people
Set up tables and chairs
3 people
Set up the reception desk
2 people
Set up the catering area
2 people
Clean the venue
3 people
Do the shopping
2 people
Chill drinks
2 people
Set up the coffee and tea area
2 people
Prepare snacks
3 people
Stock the buffet and snack tables
2 people
Set up the registration table
2 people
Brief the team
3 people

Event

Open the doors
2 people
Register visitors
2 people
Welcome visitors
2 people
Distribute program
Serve coffee and tea
2 people
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
Refill snacks
2 people
Announce the opening
Give the welcome speech
Officially open the exhibition
Provide a guided tour
2 people
Answer visitors' questions
2 people
Supervise in the exhibition space
2 people
Clear tables during the event
2 people
Remove waste regularly
Inform visitors about closing
See visitors out
2 people

Aftercare

Clean up catering
3 people
Wash dishes
2 people
Put furniture back
3 people
Collect and take away waste
2 people
Clean the venue
3 people
Remove decorations and signage
2 people
Shut down and store equipment
2 people
Check artworks
2 people
Pack artworks
3 people
Return artwork
3 people
Return borrowed materials
2 people
Send thank-you message
Archive attendance list

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Stoolsqty 12
Reception desk
Clothing rack
Tableclothsqty 8
Waste binsqty 6

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 80
Platesqty 100
Pastry forksqty 100
Cutlery setsqty 80
Serving spoonsqty 8
Pitcherqty 4
Thermos flasksqty 4
Serving traysqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Portable speaker
Microphone
Laptop
Presentation screen
Laddersqty 2
Toolbox
Measuring tape
Spirit level
Glovesqty 6

Decorations

Table décorqty 8
Flower arrangementsqty 6
Welcome sign
Photo backdrop
Adhesive hooksqty 30
Decorative ribbonqty 4
Name badgesqty 100
Pensqty 20

Lighting

LED spotlightsqty 8
Mood lightingqty 4
Battery lampsqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Serving tongsqty 6
Ice packsqty 12
Bottle openersqty 4
Corkscrewsqty 4
Tea boxesqty 2
Milk jugsqty 4
Sugar bowlsqty 4

Cleaning

Vacuum cleaner
Mop setqty 2
Bucketsqty 2
Cleaning clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date and opening hours before writing the invitation, and leave enough time to collect registrations and dietary requirements. Confirm the final guest count before ordering drinks and snacks.
Plan artwork transport and installation as separate steps. After unpacking, check every work for damage before hanging it, then place labels, sculptures and hall signage only after the layout is settled.
Do a room walk-through with a measuring tape and spirit level before the final installation. Check that labels are aligned, signs can be seen from the entrance and ladders and tools are removed before guests arrive.
Count serving items as well as food and drinks: wine glasses, water glasses, coffee cups, plates, pastry forks and serving spoons are easy to overlook. Prepare extra table space, waste bins and a clothing rack if the guest list requires them.
Test the opening programme at least one day ahead. Check the laptop, presentation screen, portable speaker, microphone, extension cords and power strips together, and keep a written welcome speech available if the presentation equipment fails.

Frequently asked questions

How early should I send exhibition opening invitations?: Send the main invitation at least 3 to 4 weeks before the opening. Set a registration deadline about 5 days before the event so you can confirm attendance, dietary requirements and catering quantities.
When should artwork be installed for an exhibition opening?: Transport, unpack and inspect the artworks at least 2 to 3 days before the opening when possible. Hang the works, place labels and finish the room signage no later than the day before, leaving time for corrections.
How much food and drink do I need for an exhibition opening?: Use the confirmed guest count to calculate quantities, rather than the number invited. For the first hour, allow roughly 2 to 3 drinks per guest and confirm snacks after registrations close, with separate quantities for dietary requirements.
When should I test the microphone and presentation screen?: Test the microphone, speaker, laptop and presentation screen at least 24 hours before the opening. Repeat a short sound and image check 30 to 60 minutes before guests arrive, including all extension cords and power strips.

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.