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What you need for an exhibition opening

An exhibition opening needs more than drinks and snacks. You will need a clear reception point, enough glassware and serving equipment, furniture for standing guests, and reliable power and sound supplies for the opening speech or guided tours. Use the item list below as your buying and borrowing checklist. Confirm guest numbers and dietary requirements before ordering catering, then chill drinks and check fresh produce on the day.

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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
    • Prosecco - 12 bottles
    • White wine - 12 bottles
    • Red wine - 12 bottles
    • Pilsner - 72 bottles
    • Non-alcoholic beer - 24 bottles
    • Spa Blauw - 36 bottles
    • Spa Red - 24 bottles
    • Cola - 12 bottles
    • Cola Zero - 12 bottles
    • Orange juice - 12 liters
    • Apple juice - 8 liters
    • Coffee - 2 packs
    • Decaf coffee - 1 pack
    • Black tea - 2 boxes
    • Herbal tea - 1 box
    • Milk - 8 liters
    • Oat milk - 4 liters
    • Sugar - 2 kilos
    • Sweetener - 2 boxes
    • Lemons - 2 kilos
    • Ice cubes - 10 kilos
    • Young cheese - 3 kilos
    • Brie - 2 kilos
    • Hummus - 2 kilos
    • Olives - 2 kilos
    • Grapes - 4 kilos
    • Apples - 40 pieces
    • Cucumber - 8 pieces
    • Carrots - 4 kilos
    • Cherry tomatoes - 3 kilos
    • Paprika chips - 8 bags
    • Plain chips - 8 bags
    • Tortilla chips - 6 bags
    • Salted crackers - 10 packs
    • Whole grain crackers - 6 packs
    • Baguettes - 12 pieces
    • Breadsticks - 8 packs
    • Pesto - 4 jars
    • Mustard - 2 jars
    • Mayonnaise - 2 jars
    • Ketchup - 2 bottles
    • Napkins - 400 pieces
    • Coffee cups - 150 pieces
    • Stir sticks - 200 pieces
    • Trash bags - 40 pieces
    • Paper towels - 8 rolls
    • Toilet paper - 24 rolls
    • All-purpose cleaner - 3 bottles
    • Glass cleaner - 2 bottles
    • Dish soap - 2 bottles
    • Sponges - 12 pieces
    • Microfiber cloths - 12 pieces

Tips

  • Plan tableware for every guest plus roughly 10% extra. For 50 guests, that means at least 55 wine glasses, water glasses and plates, with enough forks and serving utensils for the buffet.
  • Buy or borrow one reception desk, coat rack and waste bin for each main guest flow. A single coat rack can fill quickly, so add capacity before invitations are sent if attendance is likely to exceed 40 people.
  • Arrange exhibition supplies at least 3–5 days before opening. Check that wall hooks, artwork labels, image protectors and presentation plinths fit the works before anything is installed.
  • Test the speaker, wireless microphone, power strips and extension cords at least 2 hours before guests arrive. Put cable mats over every cable crossing a public walkway.
  • Order catering only after dietary requirements are collected. Keep cutting boards, chef’s knives, serving trays, tongs and spoons separate for preparation and service, and refrigerate or chill drinks before doors open.

Frequently asked questions

What should I buy for an exhibition opening?
Plan drinks, wine and water glasses, plates, forks, serving trays, tongs and spoons, plus coffee and tea equipment. You will also need reception and coat-check furniture, waste bins, exhibition labels and fixing supplies, and AV items for announcements or a speech.
How much glassware do I need for an exhibition opening?
Allow one wine glass and one water glass per expected guest, then add about 10% extra for breakage and replacement. For 80 guests, prepare at least 88 of each type.
When should I order catering for an exhibition opening?
Confirm the guest count and dietary requirements 7–10 days before the opening, then place the catering order. Check fresh produce and prepare serving equipment on the day, ideally 2 hours before guests arrive.
What AV equipment is needed for an exhibition opening speech?
Use a speaker, wireless microphone, power strips and extension cords, with cable mats wherever cables cross walkways. Test the complete setup at least 2 hours before the opening and keep a spare connection available if possible.

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