How to organise a children’s art exhibition

Start with the exhibition format, venue and submission deadline before inviting families. You will need time to process registrations, collect dietary requirements and confirm permission to display and photograph each child’s work. Once the artworks arrive, check their condition, number them and prepare labels, programmes and route signs. On the day, leave enough time to build the display, hang the work, set up the reception desk and prepare the craft and catering tables before visitors arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Reserve venue
5
Collect artworks
2 people
6
Check artworks
2 people
7
Check permissions
8
Number artworks
2 people
9
Set up art labels
2 people
10
Print programs
11
Make route signs
12
Take photos of artworks
13
Publish the promo message
14
Do the shopping
2 people
15
Pack artworks
2 people
16
Chill drinks
17
Prepare snacks
2 people
18
Set up tables
3 people
19
Set up chairs
2 people
20
Set up exhibition walls
3 people
21
Hang artworks
3 people
22
Attach art labels
2 people
23
Set up the reception desk
2 people
24
Set up children's craft table
2 people
25
Set up the catering table
2 people
26
Check the lighting
27
Check safe walking route
2 people

Event

28
Welcome visitors
2 people
29
Register visitors
30
Explain the exhibition
2 people
31
Supervise the craft table
2 people
32
Serve snacks
2 people
33
Refill drinks
34
Clear tables during the event
2 people
35
Wave goodbye to visitors
2 people

Aftercare

36
Collect the artwork
3 people
37
Pack artworks
3 people
38
Wash dishes
2 people
39
Collect waste
2 people
40
Clean the venue
3 people
41
Put furniture back
3 people
42
Remove decorations
2 people
43
Check materials
2 people
44
Return borrowed items
2 people
45
Return artwork
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Exhibition wallsqty 6
Craft tableqty 2
Waste binsqty 4
Clothes racksqty 2

Tableware

Glassesqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Pouring jugsqty 4

Decorations

Art framesqty 40
Passe-partoutsqty 40
Adhesive stripsqty 4
Name badgesqty 50
Tableclothsqty 8
Buntingqty 4
Flower arrangementsqty 4
Wayfinding signsqty 6

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3
Camera

Kitchen

Coffee makerqty 2
Kettlesqty 2
Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 6
Thermos flasksqty 4
Ice packsqty 12

Children's activities

Drawing paperqty 200
Colored pencilsqty 40
Markersqty 40
Wascoqty 30
Scissorsqty 12
Glue Sticksqty 12
Craft binsqty 6
Protective apronsqty 12

Office

Clipboardsqty 3
Pen setsqty 6
Notepadsqty 4
Tapeqty 6
Clipboard

Cleaning

Washing-up bowlsqty 2
Dish brushesqty 3
Cleaning clothsqty 12
Broomqty 2
Dustpan and brushqty 2
Mopqty 2

Catering

Groceries

Tips

Set the artwork deadline at least 7 days before the exhibition. This gives you time to check each piece, resolve missing permissions, number the work and print accurate labels and programmes.
Photograph artworks only after permissions have been checked. Keep the image files matched to the artwork numbers so photos, labels and any later promotion do not get mixed up.
Plan the room from the visitor’s route rather than placing tables first. Leave clear walking space between exhibition walls, the reception desk, the craft table and the catering area, with wayfinding signs at every turn.
Pack each artwork with its label, frame or passe-partout and hanging materials. Grouping them by display area reduces setup time and helps prevent a last-minute search for adhesive strips or extension cords.
Finish food and drink preparation at least 30 minutes before opening. Chill drinks, arrange snacks and set out cups, plates and waste bins before the final artwork checks begin.

Frequently asked questions

How far in advance should I organise a children’s art exhibition?: Begin planning 6 to 8 weeks before the exhibition. Send invitations early, set a firm artwork submission date at least 7 days before opening and reserve the venue before registrations are processed.
When should children submit their artwork?: Set the submission deadline 7 days before the exhibition whenever possible. That gives you time to check the work, confirm permissions, assign numbers, prepare labels and reprint anything that changes.
How much setup time does a children’s art exhibition need?: Allow at least 3 hours on the day for exhibition walls, tables, chairs, hanging, labels, signs, the reception desk and refreshments. Add another 30 minutes if the room layout or display system is unfamiliar.
When should I check permissions for children’s artwork and photos?: Check display and photography permissions as soon as registrations arrive, and complete the check before publishing promotional material. Aim to have every permission confirmed no later than 7 days before the exhibition.

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