What you need for an exhibition

An exhibition needs more than walls and artworks. You also need a workable reception desk, reliable lighting, payment equipment, labels, refreshments, and a way to protect and move the work. Plan the practical supplies before installation day, especially extension cords, ladders, tools, and display hardware. This shopping list covers the furniture, equipment, lighting, tableware, kitchen items, and decorations needed to welcome visitors and keep the exhibition running smoothly.

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What to bring

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

Furniture

Exhibition wallsqty 12
Pedestalsqty 8
Display casesqty 3
Tablesqty 6
Chairsqty 40
Coat racksqty 2
Waste binsqty 6
Reception desk

Equipment

Laptopqty 2
Printer
Payment terminal
Extension cordsqty 8
Power stripsqty 6
Laddersqty 2
Tool casesqty 2

Lighting

LED spotlightsqty 12
Standing lampsqty 4
Power splittersqty 8

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Carafesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving traysqty 8
Serving tongsqty 6
Thermos flasksqty 4

Decorations

Tableclothsqty 8
Plantsqty 10
Photo framesqty 6
Cable traysqty 12

Communication

Information boardsqty 6
Direction arrowsqty 12
Name badgesqty 30
Registration formsqty 150
Sales formsqty 50
Pensqty 30

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Dustpan and brushqty 3

Catering

Groceries
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- White wine - 12 bottles
- Red wine - 6 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Bitterballen - 300 pieces
- Mini quiches - 120 pieces
- Vegetarian bites - 120 pieces
- Vegan snacks - 60 pieces
- Gluten-free crackers - 4 packs
- Cheese cubes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 40 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilograms
- Hummus - 12 tubs
- Baguettes - 12 pieces
- Olives - 6 jars
- Mixed nuts - 3 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Ice cubes - 10 bags
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles

Tips

Plan one reception setup with a desk, laptop, printer, payment terminal, extension cords, and power strips. Test the printer and payment terminal at least one day before opening.
Check the room’s display capacity before buying or borrowing furniture. Count the exhibition walls, pedestals, and display cases against the number and format of the artworks.
Do not leave lighting until installation day. Count LED spotlights, standing lamps, and power splitters, then test that every display area can be lit without overloading one outlet.
For catering, count glasses, coffee cups, plates, and cutlery for the expected attendance, then add a 10% buffer. Arrange coffee machines, kettles, coolers, carafes, serving trays, tongs, and thermos flasks before guests arrive.
Prepare installation and visitor-flow supplies together: ladders, tool cases, coat racks, waste bins, tables, chairs, and tablecloths. Confirm access, power, and storage space at least 48 hours before setup.

Frequently asked questions

What do I need for an exhibition reception?: Prepare a reception desk, laptop, printer, payment terminal, power strips, extension cords, price list, artwork captions, invitations, and a way to collect registrations. Test the payment and printing setup at least one day before opening.
How much catering do I need for an exhibition opening?: Plan glasses, plates, cutlery, and serving equipment for every expected guest, plus a 10% buffer. Check dietary requirements before ordering and have coffee, tea, chilled drinks, and serving tools ready at least 2 hours before guests arrive.
What lighting equipment is needed for an art exhibition?: Use LED spotlights or standing lamps for each display area, with power splitters and extension cords where necessary. Test the complete lighting setup during installation, no later than the day before the exhibition opens.
When should I prepare exhibition labels and price lists?: Write captions, compile the title list, and prepare the price list after all submissions and formats have been checked. Print and proofread them at least 24 hours before installation so corrections do not delay the opening.

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