Gallery evening checklist: what to arrange and when

A gallery evening depends on more than hanging the artwork. You need a clear visitor flow, confirmed artists and works, readable labels, enough refreshments and a reception desk that works from the first arrival. Start with registrations and dietary requirements, then plan catering, the hall layout and visitor programme. In the final hours, check every artwork, charge the equipment, chill the drinks and allow enough time for lighting and setup before guests arrive.

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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

Check exhibition list
Send invitations
Process registrations
Collect dietary requirements
Determine catering quantities
Create visitor program
Create a floor plan of the hall
Confirm artists and works
Print work labels and price list
Print the visitor list and badges
Do the shopping
2 people
Collect the artworks
2 people
Check artworks
2 people
Thoroughly clean the venue
2 people
Prepare hanging tools
Compile playlist
Charge equipment
Chill drinks
2 people
Hang artworks
3 people
Place sculptures and artworks
2 people
Attach work labels
2 people
Adjust the lighting
2 people
Set up tables and chairs
3 people
Set up the reception desk
Set up bar and buffet
2 people
Prepare snacks
3 people
Set out coffee and tea
Test music and microphone
Brief the reception team
2 people

Event

Open the doors
2 people
Register visitors
2 people
Welcome guests
2 people
Guide visitors through the exhibition
2 people
Serve snacks
3 people
Refill drinks
2 people
Serve dietary options separately
Refill coffee and tea
Collect glasses and tableware
2 people
Keep guestbook available
Inform last visitors
2 people
See visitors out
2 people

Aftercare

Pack artworks safely
3 people
Return artwork
2 people
Wash dishes
2 people
Take down the buffet and bar
2 people
Put furniture back
3 people
Clean the venue
3 people
Collect and remove waste
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Cocktail tablesqty 6
Chairsqty 30
Cocktail table
Clothes racksqty 2
Plinth skirtingqty 8
Easelsqty 4
Waste binsqty 4

Tableware

Wine glassesqty 70
Water glassesqty 60
Dessert platesqty 60
Pastry forksqty 60
Coffee cupsqty 40
Coffee spoonsqty 40

Kitchen

Coffee makerqty 2
Water carafesqty 6
Serving traysqty 8
Serving tongsqty 4
Bottle openersqty 3
Coolersqty 2
Ice bucketsqty 4

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 6
Power stripsqty 4

Lighting

LED spotlightsqty 8
LED string lightsqty 2

Decorations

Tableclothsqty 6
Vasesqty 6
Presentation boardsqty 4
Registration board
Guest book
Name stickersqty 70
Pensqty 12
Poster puttyqty 4
Picture hooksqty 40
Nylon hanging wireqty 4

Cleaning

Broomqty 2
Mopqty 2
Bucketqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the exhibition list and artists before printing labels, price lists, visitor lists or badges. A late change can mean reprinting several documents and relabelling the room.
Plan the floor layout before furniture arrives. Leave clear routes between cocktail tables, chairs, sculptures, easels and the reception desk, and check that extension cords will not cross visitor walkways.
Use registrations and dietary requirements to calculate catering quantities rather than estimating from the invitation count alone. Include water as well as drinks, and chill bottles before guests arrive.
Schedule artwork collection and inspection before hanging day. Check each work for damage, match it to the exhibition list, and prepare labels before adjusting the lighting.
Finish technical checks before the room is dressed: charge the portable speaker and wireless microphone, test LED spotlights, and keep power strips and extension cords accessible for troubleshooting.

Frequently asked questions

How far in advance should I send gallery evening invitations?: Send invitations at least 3 to 4 weeks before the gallery evening. Set a registration deadline around 7 days before the event so you can process responses and collect dietary requirements before ordering catering.
When should I collect and check the artworks?: Collect the artworks at least 1 to 2 days before the event, not during the final setup. This gives you time to inspect every piece, resolve missing or damaged works and prepare the correct labels.
How much time is needed to set up a gallery evening?: Allow at least 4 to 6 hours for final setup after the venue has been thoroughly cleaned. Hanging artworks, placing sculptures, setting tables, arranging the bar and buffet, and adjusting lighting usually take longer than expected.
How many drinks should I plan per guest for a gallery evening?: For the first hour, plan roughly 2 to 3 drinks per guest, then about 1 drink per guest per additional hour. Add water separately and use the registration count, rather than the number of invitations, as your starting point.

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