Exhibition tour checklist

An exhibition tour needs more coordination than simply opening the doors. You need a confirmed venue and time, trained guides, a workable route, accurate visitor information and a registration process that can handle arrivals smoothly. This checklist takes you from early planning through artwork checks, technical testing, catering and the final briefing. It also covers details that are often left until the last hour, such as name badges, route signs, dietary requirements and a printed visitor list.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve venue and time
Arrange tour guides
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign tours
Create visitor information
Determine route and crowd flow
2 people
Check artworks
2 people
Check captions
2 people
Prepare tour stories
3 people
Test the equipment
2 people
Purchase catering
2 people
Print the visitor list
Prepare name badges
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up tables and chairs
3 people
Set up the reception desk
2 people
Set up the catering buffet
3 people
Hang route signs
2 people
Test lighting and technical equipment
2 people
Unveil artworks
2 people
Give the guide briefing
3 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Hand out name badges
Guide the first tour
2 people
Lead the second tour
2 people
Guide the third tour
2 people
Serve snacks and drinks
3 people
Refill drinks
2 people
Check exhibition spaces
2 people
Answer visitor questions
2 people
Supervise the final tour
2 people
Wave goodbye to visitors
2 people

Aftercare

Catering breakdown
3 people
Collect materials
3 people
Sort and remove waste
2 people
Wash dishes
2 people
Clean rooms
3 people
Switch off equipment
2 people
Remove decorations
2 people
Return borrowed materials
2 people
Register lost and found items

What to bring

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

Furniture

Reception desk
Buffet tablesqty 3
Bistro tablesqty 6
Chairsqty 60
Coat rackqty 2
Bollardsqty 8

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Small bowlsqty 12
Serving tongsqty 6

Equipment

Laptop
Barcode or QR scanner
Printer
Portable speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Route signsqty 12
Name badgesqty 80
Badge holdersqty 80
Tableclothsqty 9

Lighting

LED lightsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Confirm the venue, tour duration and maximum group size before sending invitations. For several tours, leave at least 10–15 minutes between groups so one tour does not block the next.
Collect dietary requirements with registrations and give the caterer a final count at least 3–5 days before the tour. Plan roughly 2 drinks per guest for the first hour, then adjust for the event length.
Walk the full visitor route with the guides before opening. Check captions, artwork access, lighting and crowd pinch points, and place route signs wherever a first-time visitor could hesitate.
Test the wireless microphone, portable speaker, laptop, scanner, printer and power connections before guests arrive. Keep extension cords and power strips away from walking paths and test any QR or barcode check-in process with 5–10 sample registrations.
Prepare the reception desk, printed visitor list, badges and briefing notes before setup day ends. Chill drinks and set out snacks shortly before opening, rather than leaving them at room temperature during the full setup.

Frequently asked questions

How far in advance should I plan an exhibition tour?: Reserve the venue and time at least 6–8 weeks ahead, especially if you need multiple guides or timed groups. Send invitations once the route, capacity and registration process are confirmed.
How many people should be in an exhibition tour group?: A practical starting point is 10–20 visitors per guide, depending on room size and how easily people can hear. If a group is larger, split it into separate tours and stagger departures by 10–15 minutes.
What should I prepare for exhibition tour check-in?: Set up the reception desk with a printed visitor list, scanner, printer, badges and badge holders. Arrive at least 60 minutes before opening so staff can test check-in and resolve missing registrations before guests arrive.
When should I brief exhibition tour guides?: Give the guide briefing 30–45 minutes before the first tour. Cover the route, tour stories, timing, accessibility issues, crowd flow, emergency instructions and what to do if visitors arrive late.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.