Heritage exhibition checklist
A heritage exhibition involves more than selecting interesting objects. You need a clear loan trail, safe handling, readable interpretation, a workable visitor route and enough time for printing, transport and setup. Start by fixing the date, opening hours and room layout, then work through lenders, texts, publicity and event logistics. This checklist helps you see what needs to happen first, what can wait, and which small details are often left until the last day.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Set date and opening hours
2 people
Confirm the venue and room layout
2 people
Select exhibition pieces
3 people
Contact lenders and rights holders
2 people
Record loan agreements
2 people
Create a loan register for items
Photograph objects on receipt
2 people
Write exhibition texts
2 people
Have texts checked
2 people
Design signs and a route map
Print signs and route map
Send invitations
2 people
Publish event online
Process registrations
Collect dietary requirements
Book catering
Arrange transport for objects
2 people
Make reservations for materials
Prepare press release and press list
Send press release
Do the shopping
2 people
Check objects and materials
2 people
Prepare reception area
2 people
Set up exhibition panels
3 people
Set up display cases and pedestals
3 people
Set up tables and chairs
3 people
Unpack exhibition pieces
3 people
Place exhibition pieces
3 people
Attach object labels
2 people
Place route and audience signs
2 people
Adjust the lighting
2 people
Test the screen and presentation
2 people
Set up the cloakroom
2 people
Set out coffee and tea
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the registration table
2 people
Brief volunteers
2 people
Carry out the final safety check
2 people
Event
Welcome visitors
3 people
Check off registrations
2 people
Guide tours
2 people
Answer visitors' questions
2 people
Serve snacks
2 people
Serve drinks
2 people
Refill drinks
2 people
Refill coffee and tea
Check the hall and display cases
2 people
Guide visitors to the exit
2 people
Aftercare
Register exhibition items
2 people
Pack exhibition pieces
3 people
Dismantle display cases and panels
3 people
Put furniture back
3 people
Wash dishes
2 people
Collect and remove waste
2 people
Clean the hall and restrooms
2 people
Remove decorations and signage
2 people
Return borrowed materials
2 people
Return Items
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Exhibition panelsqty 12
- Display casesqty 6
- Pedestalsqty 8
- Tablesqty 8
- Chairsqty 40
- Coat racksqty 2
- Bollardsqty 8
- Stoolsqty 6
Equipment
- Laptop
- Monitor screen
- HDMI cablesqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Cable traysqty 8
- Walkie-talkiesqty 4
- Power banksqty 4
- Flashlightsqty 4
Lighting
- LED spotlightsqty 12
- Mood lightingqty 4
Decorations
- Entrance banner
- Wayfinding signsqty 8
- Tableclothsqty 8
- Photo framesqty 12
- Information boardsqty 6
- Adhesive stripsqty 2
- Tapeqty 4
- Rope barrierqty 4
Tableware
- Glassesqty 120
- Coffee cupsqty 60
- Platesqty 120
- Cutlery setsqty 120
- Serving plattersqty 12
- Serving tongsqty 6
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 3
- Thermos flasksqty 4
- Cutting boardsqty 2
- Bread knivesqty 2
- Paper towel holdersqty 2
- Cash drawer
- Calculator
- Clipboardsqty 4
- Pensqty 20
- Name stickersqty 120
- Wristbandsqty 120
Cleaning
- Vacuum cleaner
- Mopqty 2
- Bucketsqty 2
- Cleaning clothsqty 12
- Hand broomsqty 2
- Waste binsqty 6
Catering
- Groceries
Tips
- Confirm the room layout before designing the route map or ordering panels. Mark display cases, pedestals, power points, the reception area and any rope barriers so the visitor flow works before installation begins.
- Allow time between receiving an object and displaying it. Photograph every item on arrival, record it in the loan register and check its condition before it goes into a case or onto a pedestal.
- Treat exhibition text as a production deadline, not a final-minute task. Write the labels and route map early, have the text checked, then leave enough time to print signs and correct names, dates or lender credits.
- Close registration details before booking catering. Count confirmed visitors, collect dietary requirements and check that you have enough glasses, coffee cups, plates, cutlery and serving utensils for the reception.
- Test the technical setup before visitors arrive. Check the laptop, monitor, HDMI cables, extension cords, power strips and LED spotlights together, and secure cables so they do not cross the public route.
Frequently asked questions
- How far in advance should I plan a heritage exhibition?
- Start planning at least 8 to 12 weeks before opening. Lenders, rights holders, transport, checked texts, printing and press outreach all need lead time, especially when several objects come from different sources.
- When should I contact lenders for a heritage exhibition?
- Contact lenders and rights holders at least 6 to 8 weeks before opening. Record each agreement and create the loan register before objects are transported, so ownership, permissions and condition are clear.
- When should exhibition labels and signs be printed?
- Finish and check exhibition texts at least 2 weeks before opening, then print the signs and route map. Keep a few days for corrections and install everything before the final setup day.
- How long does it take to set up a heritage exhibition?
- Allow at least one full day for a small exhibition and two days if you are installing panels, cases, pedestals, lighting and a visitor route. Schedule the object check and technical test before opening, not during the reception.
Start this plan in Lizzt
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