What to Buy for an Exhibition Opening

An exhibition opening needs more than drinks and snacks. You will also need serving equipment, reception furniture, presentation gear and practical items for installing and labeling the work. Use the guest count and program length to set quantities: plan roughly two to three drinks per guest in the first hour, then one per hour after that. Check borrowed and rented items at least one week before the opening, especially glasses, coffee equipment, extension cords and ladders.

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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
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Non-alcoholic beer - 24 bottles
- White beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Non-alcoholic wine - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 bags
- Baguettes - 8 pieces
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Brie - 1 kilo
- Young cheese - 1 kilo
- Smoked chicken breast - 750 grams
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Carrots - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 1 kilo
- Olives - 1 kilo
- Herb crackers - 6 packs
- Mini quiches - 120 pieces
- Vegetarian puff pastry snacks - 120 pieces
- Mini tomato mozzarella skewers - 80 pieces
- Brownies - 80 pieces
- Mini apple turnovers - 80 pieces
- Gluten-free crackers - 2 packs
- Vegan toppings - 500 grams
- Vegan appetizers - 40 pieces
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

For drinks, plan two to three servings per guest for the first hour and one serving per guest for each additional hour. Include water as well as alcoholic and non-alcoholic options, and allow extra time to chill bottles in coolers.
Match tableware to the catering plan: provide one wine glass and one water glass per guest, plus about 10% extra. Add plates, pastry forks, cutlery sets and serving spoons if you are serving food rather than individually wrapped snacks.
Set aside a clear reception area with a desk, chairs or stools, a clothing rack and waste bins. Keep spare tablecloths and waste bags ready; these are often forgotten until the first guests arrive.
For a welcome speech or presentation, test the portable speaker, microphone, laptop and presentation screen together at least one day ahead. Bring extension cords and power strips, and check that cables do not cross visitor routes.
Do not leave installation supplies until the opening day. Have a ladder, toolbox, measuring tape and spirit level available before transporting and hanging the artwork, and print labels and hall signs with enough time to correct errors.

Frequently asked questions

How many drinks do I need for an exhibition opening?: Plan two to three drinks per guest during the first hour, then one drink per guest for every additional hour. Add at least 10% extra if the guest count is uncertain, and include water for everyone.
How much tableware is needed for an exhibition opening?: Count one wine glass and one water glass per guest, then add about 10% spare glasses. For food, provide one plate and pastry fork per guest, with serving spoons and cutlery sets based on the menu.
What equipment do I need for an exhibition opening speech?: Prepare a portable speaker, microphone, laptop and presentation screen if slides are used. Test everything at least 24 hours before the opening and keep extension cords and power strips available.
When should I check the exhibition opening shopping list?: Do a first stock check at least one week before the opening, when rented or borrowed items can still be arranged. Repeat the check one day before the event for drinks, tableware, signs, installation tools and presentation equipment.

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