What to Buy for an Exhibition Opening
An exhibition opening needs more than drinks and snacks. You will also need the right glasses, serving equipment, coffee supplies, signs, extension cords and tools for the final setup. Plan quantities from your confirmed guest list, then add a small buffer so you are not shopping during the opening. Buy fresh snacks shortly before the event, and check that everything needed for hanging, labeling and guiding visitors is ready before the artworks arrive.
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
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still water - 60 bottles
- Sparkling water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger beer - 6 bottles
- Alcohol-free beer - 36 bottles
- Pilsner - 72 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Alcohol-Free Sparkling Wine - 6 bottles
- Bubbles - 12 bottles
- Grapes - 6 kilos
- Apples - 40 pieces
- Mandarins - 40 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Olives - 6 jars
- Mixed nuts - 4 kilos
- Rice crackers - 6 packs
- Baguettes - 12 pieces
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Pesto - 1 kilo
- Herb butter - 1 kilo
- Cheese slices - 3 kilos
- Grape jam - 2 jars
- Gluten-free crackers - 6 packs
- Vegan spread - 2 kilos
- Mini quiches - 120 pieces
- Vegetable snacks - 120 pieces
- Vegan bites - 60 pieces
- Gluten-free snacks - 40 pieces
- Cookies - 6 packs
- Brownies - 80 pieces
- Napkins - 500 pieces
- Cocktail sticks - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 60 pieces
- Large trash bags - 20 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
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
- Plan around two to three drinks per guest for the first hour, then add still and sparkling water for the full program. Chill bottles in coolers before guests arrive rather than relying on last-minute ice.
- For food, allow three to five small snack portions per guest for a short opening. Buy fresh items on the day or one day before, and keep separate serving platters and utensils available for dietary requirements.
- Match tableware to the guest list: provide at least one glass per expected guest, plus roughly 10% extra. Keep coffee cups, plates and cutlery together near the coffee machines and kettles so the serving area does not spread into the exhibition.
- Do not leave signs and labels until the opening day. Print directional signs, pricing information and artwork labels at least 48 hours beforehand, then bring adhesive strips, measuring tapes and a ladder for final adjustments.
- Test the wireless microphone, speaker, extension cords and power strips before guests arrive. Keep tool cases, wire cutters and spare adhesive strips in one accessible place, but away from the artworks and visitor route.
Frequently asked questions
- How many drinks should I buy for an exhibition opening?
- Plan for two to three drinks per guest during the first hour, including non-alcoholic options. Add extra water and about 10% more glasses than your final guest count.
- How much food do I need for an exhibition opening?
- For a short reception, allow three to five small snack portions per guest. Buy fresh snacks no earlier than one day before the opening, and confirm dietary requirements before placing the order.
- When should I print exhibition labels and signs?
- Print artwork labels, pricing information and directional signs at least 48 hours before the opening. This leaves time to correct names, prices or room directions before the final setup.
- What equipment should I test before an exhibition opening?
- Test the microphone, speaker, coffee machines, kettles and any extension cords at least one day in advance. Do a second sound and power check 60 minutes before guests arrive.
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