What you need for an exhibition tour

An exhibition tour needs more than artworks and a guide. Visitors must be checked in quickly, shown where to go, and kept comfortable between tour groups. This shopping list covers reception, catering, wayfinding, technical equipment and room setup, including supplies people often arrange too late. Match quantities to your expected attendance and the number of simultaneous tours, then test borrowed or rented equipment before visitors arrive.

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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
- Coffee - 3 packs
- Tea - 2 boxes
- Whole milk - 4 liter
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 8 pieces
- Ice cubes - 5 kilos
- Baguettes - 8 pieces
- Cream cheese - 4 tubs
- Hummus - 4 tubs
- Young cheese - 1,5 kilo
- Brie - 1 kilo
- Grapes - 4 kilos
- Apples - 40 pieces
- Cucumbers - 6 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 2 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Rice crackers - 3 packs
- Unsalted nuts - 2 bags
- Olives - 3 jars
- Pickles - 2 jars
- Toast rounds - 8 packs
- Crackers - 6 packs
- Cookies - 6 packs
- Mini muffins - 60 pieces
- Gluten-free crackers - 2 packs
- Vegan cookies - 2 packs
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Plan one name badge and badge holder per registered visitor, plus at least 5% extra for last-minute additions or damaged badges. Print the visitor list close to the event so cancellations do not create confusion at reception.
For the welcome table, allow roughly one glass per drinker for the first service and keep extra glasses available for refills. Chill drinks before guests arrive, and use coolers if the buffet is not close to a refrigerator.
Provide one plate, cutlery set and small bowl per guest who will eat, with about 10% spare tableware. Serving trays and tongs make it easier to replenish snacks without blocking the reception desk.
Check the room layout before buying or borrowing furniture: provide seating for guests waiting between tours, while bistro tables and buffet tables should not narrow the route. Add bollards or route signs wherever visitors could enter the wrong gallery or interrupt another group.
Test the wireless microphone, portable speaker, laptop, scanner, printer, LED lights and every extension cord at least one day before the tour. Bring power strips and spare charging time, because a dead battery or missing adapter can delay check-in and the guide briefing.

Frequently asked questions

How many name badges do I need for an exhibition tour?: Prepare one badge and badge holder for every registered visitor, then add 5% extra. For 80 visitors, that means 84 badges so late registrations or replacements do not slow down check-in.
How much tableware should I buy for an exhibition tour?: Allow one plate, cutlery set and glass per guest who will eat or drink, plus around 10% spare. For 50 guests, prepare at least 55 of each item you will use.
When should I test exhibition tour equipment?: Test the scanner, printer, laptop, microphone, speaker, lighting and power connections at least 24 hours before the tour. Repeat a short check 60 minutes before opening, when the room is fully set up.
How many drinks do I need for an exhibition tour?: For the first hour, plan on two to three drinks per person, then adjust for the tour length and weather. Keep water available throughout and chill the drinks before guests arrive.

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