Gallery Evening Shopping List

A gallery evening needs more than artwork and invitations. Visitors move between displays, register at the entrance, read labels, and usually expect a drink or small bite. This shopping list covers the practical items that are easy to overlook: enough glasses, chilled storage, serving equipment, lighting, signage, and power supplies. Match quantities to your guest list, then add a small buffer so the reception desk and refreshment table do not run short.

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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
- Red wine - 6 bottles
- White wine - 6 bottles
- Rosé - 3 bottles
- Prosecco - 4 bottles
- Pilsener - 48 bottles
- Alcohol-free beer - 12 bottles
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Tonic - 4 bottles
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 kilogram
- Baguettes - 10 pieces
- Crackers - 6 packs
- Gluten-free crackers - 2 packs
- Hummus - 3 tubs
- Vegan tapenade - 2 jars
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Vegan cheese - 500 grams
- Olives - 4 jars
- Grapes - 4 kilograms
- Apples - 50 pieces
- Cherry tomatoes - 3 kilograms
- Cucumbers - 6 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilograms
- Brownies - 5 trays
- Mini quiches - 100 pieces
- Vegetable spring rolls - 100 pieces
- Ice cubes - 20 kilograms
- Fresh flowers - 6 bouquets
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 3 bottles

Tips

Plan two to three drinks per guest for the first hour, then one additional drink per person for each following hour. Include water as well as alcoholic options, and chill drinks at least 3 hours before guests arrive.
Allow one wine glass and one water glass per expected guest, plus 10% extra. For 50 visitors, that means at least 55 of each glass so used items do not immediately become a bottleneck.
Prepare 10% more dessert plates, pastry forks, coffee cups, and coffee spoons than your confirmed guest count. These are often forgotten when the main drinks and artwork supplies are ordered.
Bring at least two power strips and enough extension cords for the reception desk, speaker, and LED spotlights. Test the lighting and charge the portable equipment before artwork installation begins.
Set aside printed work labels, a price list, visitor badges, and registration signage before the doors open. Put bottle openers, serving tongs, trays, and ice buckets at the bar rather than leaving them in shopping bags.

Frequently asked questions

How many glasses do I need for a gallery evening?: Plan one wine glass and one water glass per guest, then add 10% extra. For 50 guests, prepare at least 55 wine glasses and 55 water glasses.
How much food and drink should I buy for a gallery opening?: For drinks, allow two to three per guest during the first hour and one more per person for each later hour. For small bites, plan about 4 to 6 pieces per guest per hour, with extra options based on dietary requirements.
When should I chill drinks for a gallery evening?: Chill bottled and canned drinks at least 3 hours before guests arrive. Put backup stock in coolers or ice buckets before setup starts, not when the first visitors are already at the reception desk.
What equipment is easy to forget for a gallery evening?: Check power strips, extension cords, bottle openers, serving trays, ice buckets, work labels, price lists, and registration signage 24 hours before the event. Keep one spare set of printed labels and badges available for last-minute changes.

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