Gallery opening checklist: what to arrange and when

A gallery opening brings together artwork, guests, catering and a short program, so small omissions become visible quickly. Start with the guest list and invitations, then confirm dietary requirements, catering and drinks before turning to the gallery setup. Artwork labels, route signs, lighting and presentation equipment need testing before guests arrive. Use the full checklist to track the work from initial planning through the final shopping, chilling drinks and room check.

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

Compile the guest list
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Book catering
Reserve drinks
Coordinate the program
2 people
Inventory artworks
2 people
Print art labels
Print route signs
Test the equipment
2 people
Prepare presentations
2 people
Confirm catering
Create final guest list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue
2 people
Check artworks
2 people
Hang art labels
2 people
Clean gallery space
3 people
Set up lighting
2 people
Set up furniture
3 people
Hang up decorations
2 people
Set up catering
3 people
Set out coffee and tea
2 people
Set up registration desk
2 people
Test the music
Hold team briefing
5 people

Event

Staff entrance and coat check
2 people
Register guests
2 people
Welcome guests
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Deliver the opening speech
Lead a tour
2 people
Manage the guest book
Clear away dishes
2 people
Lock the gallery space
2 people

Aftercare

Store leftovers refrigerated
2 people
Collect waste
3 people
Wash dishes and glasses
3 people
Clean the room
3 people
Remove decorations
2 people
Put furniture back
3 people
Clear away equipment
2 people
Inventory materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tall cocktail tablesqty 6
Chairsqty 30
Coat racksqty 2
Clothes hangersqty 60
Registration desk
Presentation table
Waste binsqty 6

Tableware

Wine glassesqty 80
Water glassesqty 80
Coffee cupsqty 60
Platesqty 60
Cake platesqty 60
Coffee spoonsqty 60
Pastry forksqty 60
Serving traysqty 8
Pitchersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Compact speaker
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

Spotlightsqty 8
Atmosphere lightsqty 6

Decorations

Flower arrangementsqty 6
Table runnersqty 6
Photo framesqty 4
Balloonsqty 30
Adhesive stripsqty 2
Art labelsqty 30
Directional signsqty 8
Guest book
Ballpoint pensqty 6
Name stickersqty 80
Menusqty 20

Kitchen

Cutting boardsqty 3
Chef and serving knivesqty 6
Pliersqty 6
Serving spoonsqty 4
Storage binsqty 8
Ice packsqty 12

Cleaning

Hand brush and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Send invitations early enough to process registrations and collect dietary requirements before confirming catering. Keep a running guest count rather than waiting for the final list.
Inventory the artworks before printing labels. Check that every piece has the correct label and that route signs are printed before you begin the room setup.
Test the microphone, compact speaker, presentations and extension cords before opening time. A presentation table and power strips should be positioned where cables will not cross guest routes.
Plan the welcome area as a separate setup: registration desk, coat racks, hangers and a clear place for the final guest list. This prevents arrivals from blocking the gallery entrance.
Chill drinks and prepare snacks after the venue and artworks have been checked. Set out wine and water glasses, serving trays and waste bins only after cleaning and lighting work is complete.

Frequently asked questions

How far in advance should I send gallery opening invitations?: Send invitations early enough to allow registration and follow-up, then set a clear RSVP deadline at least 7 days before the opening. Use the final guest list to confirm catering, drinks and seating needs.
When should I print art labels for a gallery opening?: Print labels after the artwork inventory is checked and final, ideally at least 2 days before the event. This leaves time to correct titles, names or placement details before hanging them.
How much time should I allow for gallery opening setup?: Allow at least 3 to 4 hours for cleaning, furniture, lighting, decorations, labels, catering and equipment checks. Add extra time if artworks need to be hung or presentations need testing.
When should drinks be chilled for a gallery opening?: Chill drinks on the day of the opening, allowing at least 3 hours for bottles to cool properly. Keep reserve drinks in coolers and set out glasses shortly before guests arrive.

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.