What to Buy for a Gallery Opening
A gallery opening needs more than drinks and a few glasses. Guests move between artworks, registration, refreshments and presentations, so the shopping list must cover service, wayfinding, lighting and coats as well. Plan quantities from your guest count, then add a small buffer for breakages and late arrivals. This guide highlights the items people most often forget or arrange too late, including labels, extension cords, serving equipment and chilled drinks.
The full checklist for this plan is being updated. The tips and answers below still apply.
Tips
- Plan around 2–3 drinks per guest for the first hour, then about 1–2 per person for each additional hour. Buy water as well as wine or other drinks, and chill the first batch at least 4 hours before doors open.
- Allow one wine glass and one water glass per guest if you have enough washing capacity; otherwise plan 1.5 glasses per guest. Add 10% extra plates, cups and cutlery for breakages, staff and unexpected guests.
- Prepare the registration area at least 60 minutes before opening. Keep the guest list, desk, pens and any printed information together, and place coat racks with roughly one hanger per expected coat.
- Check every presentation device and cable at least 24 hours beforehand. Bring two extension cords and at least one power strip for each area that combines lighting, audio or presentation equipment.
- Put up art labels and route signs only after the artworks and furniture are in their final positions. Keep adhesive strips, spare printed labels and a small amount of cleaning material available for last-minute changes.
Frequently asked questions
- How many glasses do I need for a gallery opening?
- Plan one wine glass and one water glass per guest for a short event with regular clearing. For an event longer than 2 hours or without washing facilities, use 1.5 glasses per guest and add a 10% breakage buffer.
- How much wine and water should I buy for a gallery opening?
- For the first hour, allow 2–3 drinks per guest, including water; for each following hour, allow another 1–2 drinks per guest. Buy extra water for speakers, staff and guests who do not drink alcohol.
- When should I chill drinks for a gallery opening?
- Chill the first drinks at least 4 hours before guests arrive. Put a second batch in the coolers 60–90 minutes before opening so supplies remain cold throughout the reception.
- What equipment should I test before a gallery opening?
- Test the compact speaker, microphone, presentation equipment, spotlights and every extension cord at least 24 hours in advance. Repeat a short sound and lighting check 60 minutes before opening, when the room is set up.