What you need for an exhibition

An exhibition needs more than artworks and display walls. You’ll need a clear registration point, safe cable management, enough tableware for the opening, and equipment tested before guests arrive. This shopping list covers the practical items for displaying work, serving drinks and catering, guiding visitors, and keeping the venue organised. Use your expected visitor count to adjust quantities, then buy or hire disposable and perishable supplies close to the opening date.

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What to bring

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

Furniture

Exhibition wallsqty 8
High tablesqty 6
Chairsqty 30
Registration desk
Beer tablesqty 3
Tableclothsqty 9
Coat racksqty 2
Bollardsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8

Lighting

Spotsqty 12
Atmosphere lightsqty 6

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 100
Forksqty 100
Knivesqty 60
Spoonsqty 60

Kitchen

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

Decorations

Name badge holdersqty 30
Photo framesqty 12
Adhesive stripsqty 4
Ornamental plantsqty 8
Table décorqty 10

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop set
Cleaning bucketsqty 2
Microfiber clothsqty 12
Toilet brushesqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 3 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 10 kilos
- Baguettes - 8 pieces
- Crackers - 6 packs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Brie - 2 kilos
- Young cheese - 2 kilos
- Grapes - 5 kilos
- Apples - 50 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilos
- Olives - 3 kg
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Mini quiches - 150 pieces
- Vegetarian wraps - 80 pieces
- Vegan wraps - 40 pieces
- Mini rolls - 150 pieces
- Falafel balls - 100 pieces
- Brownies - 100 pieces
- Vegan cookies - 60 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cocktail sauce - 2 bottles
- Paper napkins - 500 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Hand sanitizer gel - 4 bottles

Tips

Plan one registration desk, laptop and set of name badges for the welcome point, and print route signs before installation day so visitors can find the entrance without staff directions.
Allow two to three drinks per guest for the first hour, then add water and soft drinks. Chill drinks in coolers before opening and keep spare glasses beside the serving area.
Use one extension cord and power strip for each separate equipment cluster, and cover every cable crossing a visitor route with a cable mat before the doors open.
Prepare at least one chair for every staff member who will be stationed for more than an hour, plus coat racks and bollards if visitors could come close to artworks or equipment.
Test the laptop, projector, projection screen, speakers and microphone at least one day before the exhibition. Keep spare power strips and extension cords available rather than relying on last-minute venue supplies.

Frequently asked questions

How many glasses do I need for an exhibition opening?: Plan for at least 1.5 glasses per expected guest if you have washing facilities, or two glasses per guest for a single-use setup. For 100 guests, that means 150 to 200 glasses, plus a small reserve.
When should I buy drinks and catering for an exhibition?: Order catering at least 7 days before the opening, especially after collecting dietary requirements. Buy chilled drinks and other perishable items 1 to 2 days beforehand so they are fresh and cold.
How much seating is needed at an exhibition?: Provide seating for around 10% to 20% of your expected visitors at one time, unless the programme includes a talk. For 100 visitors, prepare 10 to 20 chairs and add more if guests will stay for presentations.
When should exhibition equipment be tested?: Test all equipment at least 24 hours before opening, then repeat a short check on the day itself. Confirm power, sound, projection, lighting and cable safety before artworks and visitors are in place.

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