Gallery opening checklist

A gallery opening depends on more than hanging the artwork and putting out drinks. You need a clear program, accurate visitor numbers, approved artwork texts, and enough time for cleaning, installation and technical checks. Plan guest communication early, then confirm catering and supplies once registrations give you a realistic headcount. The final setup should leave room for coat check, conversation, refreshments and a smooth entrance without distracting from the work.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Confirm date and program
Gather artist information
Draft invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program online
Book catering
Order drinks and snacks
Update visitor numbers
Check artworks
2 people
Lay out wall sections
2 people
Design name badges
Print texts for works
Print signage
Do the shopping
2 people
Deliver artworks
2 people
Thoroughly clean the space
3 people
Mark walls and hanging points
2 people
Test the sound and lighting
2 people
Prepare snacks
3 people
Hang artworks
3 people
Approve the working texts
2 people
Set up the entrance and coat check
2 people
Set up tables and chairs
3 people
Set up the buffet and bar
3 people
Chill drinks
2 people
Set out dishes and glasses
2 people
Present snacks
2 people
Set up the registration table
Briefing for reception team
3 people

Event

Open the gallery to visitors
2 people
Welcome visitors
3 people
Keep track of the guest list
Serve welcome drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Lead gallery tours
2 people
Give the opening speech
Introduce the artists
Play music
Check toilets
Remove waste regularly
2 people
Inform last visitors
2 people
Close the gallery
2 people

Aftercare

Dismantle the buffet and bar
3 people
Wash dishes
2 people
Clean the room
3 people
Remove decorations
2 people
Pack artworks safely
3 people
Return artwork
2 people
Return rental items
2 people
Store lost and found items
Thank visitors

What to bring

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

Furniture

Cocktail tablesqty 6
Buffet tablesqty 3
Chairsqty 30
Coat racksqty 2
Stoolsqty 8

Tableware

Wine glassesqty 80
Water glassesqty 80
Coffee cupsqty 50
Platesqty 80
Forksqty 80
Napkin holdersqty 6

Kitchen

Serving plattersqty 10
Serving tongsqty 8
Pitchersqty 6
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Knivesqty 6
Bottle openersqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Ladder
Cordless drill
Spirit level
Measuring tape
Cable tiesqty 50

Lighting

Atmosphere lightsqty 8
Spotlightsqty 6

Decorations

Vasesqty 12
Flower arrangementsqty 8
Tableclothsqty 6
Photo framesqty 4
Art hanging hooksqty 60
Nylon threadqty 2
Painting easelsqty 4

Catering

Name badgesqty 80
Guest book
Pensqty 12
Drink dispensersqty 3
Menusqty 8
Cocktail sticksqty 200
Ice packsqty 12
Groceries

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Waste binsqty 6
Hand soap dispensersqty 3

Tips

Confirm the date and program before drafting invitations. Send the invitations early enough to process registrations, then update catering and drink quantities as visitor numbers change.
Collect dietary requirements during registration, not on the day of the opening. Give the caterer the final requirements and headcount before ordering snacks and drinks.
Finish artwork checks, wall layouts and working texts before printing labels and signage. A last-minute title or artist change can otherwise mean reprinting every text beside the work.
Schedule cleaning before the installation starts, then mark wall sections and hanging points. Test spotlights, atmosphere lighting, speakers, the microphone and extension cords before guests arrive.
Set up the entrance, coat check, tables and chairs before preparing snacks. Keep wine, water, coffee, glasses, plates and serving utensils ready, but avoid putting out food until the space and artwork installation are finished.

Frequently asked questions

How early should I send invitations for a gallery opening?: Send invitations at least 3 to 4 weeks before the opening so guests have time to register. Close or review registrations several days before the event and use the updated number for catering and drinks.
When should artwork be delivered and hung for a gallery opening?: Deliver the artworks at least 1 day before the opening when possible. Allow several hours for checking, marking hanging points, hanging the work, printing or placing texts, and correcting the lighting.
How many drinks do I need for a gallery opening?: Plan roughly 2 to 3 drinks per guest for the first hour, including wine, water and non-alcoholic options. Add extra water and keep drinks chilled in coolers rather than relying on a last-minute shop visit.
What should be checked on the day of a gallery opening?: Allow 2 to 3 hours for the final walkthrough. Check the entrance and coat check, artwork labels, signage, lighting, sound, tables, chairs, refreshments, dietary requirements and the availability of bottle openers, serving utensils and power connections.

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.