What you need for a heritage exhibition

A heritage exhibition needs more than display cases and labels. You will also need practical items for moving visitors through the room, protecting loaned objects, lighting details clearly and welcoming guests at the entrance. Buy or reserve fragile, printed and technical items early: signs, HDMI cables, extension leads and catering supplies are easy to overlook. Use the full plan below as your checklist, then adjust quantities to your room size and expected visitor numbers.

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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
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Non-alcoholic beer - 24 bottles
- White beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Alcohol-free wine - 4 bottles
- Apples - 3 kilos
- Grapes - 3 kilos
- Mandarins - 2 kilos
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty sticks - 4 bags
- Mixed nuts - 2 kilos
- Rice crackers - 4 bags
- Baguettes - 10 pieces
- Whole grain baguettes - 6 pieces
- Cream cheese - 1,5 kilo
- Hummus - 1.5 kilos
- Herb butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Cold cuts - 1.5 kilo
- Smoked chicken breast - 1 kilo
- Olives - 1 kilo
- Pickles - 2 jars
- Pesto - 4 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Mini quiches - 120 pieces
- Vegetable spring rolls - 120 pieces
- Vegetarian wraps - 60 pieces
- Vegan wraps - 40 pieces
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan cookies - 4 packs
- Butter cookies - 6 packs
- Napkins - 300 pieces
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Disposable cups - 100 pieces
- Baking paper - 2 rolls
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Trash bags - 3 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Plan one clear wayfinding sign at the entrance, then add signs at every turn or decision point. Print the route map and exhibition texts at least 3–5 days before opening so there is time to correct names, dates or loan information.
Allow at least one display case or pedestal for every major object group, and reserve extra space for labels and visitor clearance. Confirm measurements with the venue 2–3 weeks before installation; display furniture that does not fit through doors is difficult to replace at the last minute.
Count one chair or stool for each seated position you expect to provide, plus at least one coat rack near the entrance. Check the reception area 1–2 days before opening, when tables, tablecloths, information boards and entrance signage can still be repositioned.
For a screen or laptop display, pack one HDMI cable, one extension cord and one power strip for each powered station, plus one spare cable. Test the complete setup at least 24 hours before visitors arrive, including cable trays or tape to secure walkways.
For the opening reception, count one glass, cup, plate and cutlery set per invited guest, then add 10% spare tableware. Confirm dietary requirements before booking catering and check serving platters and tongs on the shopping day, not during setup.

Frequently asked questions

What do I need to buy for a heritage exhibition?: Plan for display and visitor-flow items such as panels, cases, pedestals, stools, bollards and rope barriers. You will also need signage, information boards, adhesive strips, tape, lighting, cables and reception tableware; the exact quantities depend on the number of objects and guests.
How many glasses and plates do I need for an exhibition opening?: Use one glass, cup, plate and cutlery set per guest, then add 10% spare. For 50 guests, prepare at least 55 of each item where practical, including serving platters and serving tongs.
When should I order exhibition signs and printed texts?: Finalise and proof exhibition texts, signs and the route map at least 5–7 days before opening. Have the printed materials ready 3–5 days in advance so errors can be corrected before installation.
How many extension cords do I need for an exhibition display?: Allow one extension cord and one power strip for each powered laptop, monitor or lighting group, with one spare of each type. Test every connection at least 24 hours before opening and secure cables before the final room check.

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