What to buy for a gallery opening

A gallery opening needs more than drinks and glasses. You will need servingware, furniture, entrance supplies, printed information, lighting and equipment that works in the space. Plan quantities from your expected visitor count, then add a small buffer for late arrivals and breakages. This checklist helps you shop for the opening without forgetting the items that are hardest to arrange at the last minute.

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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
- Dry white wine - 12 bottles
- Red wine - 6 bottles
- Alcohol-free white wine - 4 bottles
- Prosecco - 8 bottles
- Pilsener - 48 bottles
- Non-alcoholic beer - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 12 pieces
- Limes - 12 pieces
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Honey - 2 jars
- Whole milk - 6 liters
- Oat milk - 4 liters
- Stir sticks - 200 pieces
- Mixed nuts - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Olives - 6 jars
- Sun-dried tomatoes - 4 jars
- Grapes - 4 kilograms
- Apples - 40 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Hummus - 8 tubs
- Cream cheese - 4 tubs
- Brie - 2 kilograms
- Goat cheese - 1 kilogram
- Hard cheese - 2 kilograms
- Baguettes - 12 pieces
- Toast - 12 packs
- Crackers - 8 packs
- Baguettes - 6 pieces
- Wraps - 6 packs
- Grilled vegetables - 2 kilograms
- Falafel - 2 kilograms
- Pesto - 4 jars
- Tapenade - 4 jars
- Mustard - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Rosemary - 2 bunches
- Basil - 4 bunches
- Mini pastries - 120 pieces
- Dark chocolate - 1 kilogram
- Cookies - 8 packs
- Ice cubes - 20 kilograms
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Trash bags - 50 pieces
- Paper towels - 6 packs

Cleaning

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

Tips

Plan two to three drinks per guest for the first hour, plus water for everyone. Order about 10% extra drinks and snacks so a busy arrival period does not empty the tables.
Allow one wine glass and one water glass per expected guest if you have enough washing capacity; otherwise plan two wine glasses per guest. Add at least 10% extra glasses for breakage and replacements.
Buy printed labels, artwork texts, directional signs and name badges at least 3 days before the opening. Keep spare blank cards and markers for last-minute changes to artist or work information.
For a standing reception, provide one cocktail table for every 8 to 10 guests and seating for roughly 10% of visitors. Confirm the layout before buying tablecloths, flowers or other table decorations.
Test every spotlight, speaker, microphone, coffee machine and kettle at least 24 hours beforehand. Buy or bring enough extension cords and power strips, and keep cables away from visitor routes.

Frequently asked questions

How much food and drink do I need for a gallery opening?: For the first hour, plan two to three drinks per guest, including water, and roughly 4 to 6 small bites per person. Add 10% to the final order for unexpected visitors and spillages.
How many glasses do I need for a gallery opening?: Plan one wine glass and one water glass per guest when glasses can be washed during the event. Without washing capacity, allow two wine glasses per guest, plus 10% extra for breakage.
When should I order catering for a gallery opening?: Place the catering and drinks order at least 7 days before the opening, then update quantities 2 to 3 days beforehand when registrations are clearer. Confirm dietary requirements before the final order.
What should I buy for the entrance and coat check?: Prepare coat racks, hangers, a table or counter, name badges, signage and markers at least 2 days before the event. Allow one hanger per expected coat, plus 10% spare capacity during colder weather.

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