How to organise a gallery evening

A gallery evening works best when the exhibition, visitor flow and hospitality are planned as one event. Start by confirming the artists and works, then use the exhibition list to build invitations, registrations and the visitor programme. In the final 48 hours, focus on labels, badges, catering quantities and the room layout. On the day itself, leave enough time to check every artwork before hanging it, adjust the lighting and set up the reception desk, bar and buffet.

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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
Check exhibition list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine catering quantities
6
Create visitor program
7
Create a floor plan of the hall
8
Confirm artists and works
9
Print work labels and price list
10
Print the visitor list and badges
11
Do the shopping
2 people
12
Collect the artworks
2 people
13
Check artworks
2 people
14
Thoroughly clean the venue
2 people
15
Prepare hanging tools
16
Compile playlist
17
Charge equipment
18
Chill drinks
2 people
19
Hang artworks
3 people
20
Place sculptures and artworks
2 people
21
Attach work labels
2 people
22
Adjust the lighting
2 people
23
Set up tables and chairs
3 people
24
Set up the reception desk
25
Set up bar and buffet
2 people
26
Prepare snacks
3 people
27
Set out coffee and tea
28
Test music and microphone
29
Brief the reception team
2 people

Event

30
Open the doors
2 people
31
Register visitors
2 people
32
Welcome guests
2 people
33
Guide visitors through the exhibition
2 people
34
Serve snacks
3 people
35
Refill drinks
2 people
36
Serve dietary options separately
37
Refill coffee and tea
38
Collect glasses and tableware
2 people
39
Keep guestbook available
40
Inform last visitors
2 people
41
See visitors out
2 people

Aftercare

42
Pack artworks safely
3 people
43
Return artwork
2 people
44
Wash dishes
2 people
45
Take down the buffet and bar
2 people
46
Put furniture back
3 people
47
Clean the venue
3 people
48
Collect and remove waste
2 people
49
Return borrowed materials
2 people

What to bring

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

Furniture

Cocktail tablesqty 6
Chairsqty 30
Cocktail table
Clothes racksqty 2
Plinth skirtingqty 8
Easelsqty 4
Waste binsqty 4

Tableware

Wine glassesqty 70
Water glassesqty 60
Dessert platesqty 60
Pastry forksqty 60
Coffee cupsqty 40
Coffee spoonsqty 40

Kitchen

Coffee makerqty 2
Water carafesqty 6
Serving traysqty 8
Serving tongsqty 4
Bottle openersqty 3
Coolersqty 2
Ice bucketsqty 4

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 6
Power stripsqty 4

Lighting

LED spotlightsqty 8
LED string lightsqty 2

Decorations

Tableclothsqty 6
Vasesqty 6
Presentation boardsqty 4
Registration board
Guest book
Name stickersqty 70
Pensqty 12
Poster puttyqty 4
Picture hooksqty 40
Nylon hanging wireqty 4

Cleaning

Broomqty 2
Mopqty 2
Bucketqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the exhibition structure before sending invitations. Confirm the artists and works, check the exhibition list and create the visitor programme first; otherwise your invitations may contain details you later need to correct.
Use registrations to plan both food and entry. Collect dietary requirements as registrations arrive, print the visitor list and badges before guests arrive, and keep a registration board at the reception desk.
Complete the artwork check before hanging anything. Inspect each piece when it is collected, then attach printed work labels and the price list only after the final positions on the floor plan are confirmed.
Build the room in visitor order, not delivery order. Clean the venue first, then place sculptures and artworks, set up cocktail tables and chairs, prepare the reception desk, and finish with the bar and buffet.
Test equipment and lighting before the doors open. Charge the portable speaker and wireless microphone, check extension cords and power strips, and adjust LED spotlights after the works are in place; lighting often changes once frames and sculptures are installed.

Frequently asked questions

How far in advance should I organise a gallery evening?: Start the exhibition list, artist confirmations and invitations at least 3 to 4 weeks before the evening. Close registrations several days before the event so you can finalise catering quantities, dietary requirements, visitor badges and the printed visitor list.
When should I hang the artwork for a gallery evening?: Collect and check the artworks before the installation day, then hang them after the venue has been thoroughly cleaned and the floor plan is marked out. Finish hanging, labels and lighting at least 2 hours before guests arrive so you have time to correct gaps or damaged pieces.
How much food and drink do I need for a gallery evening?: Base the quantities on the confirmed registrations and add roughly 10% for late changes or walk-ins. For drinks, plan on 2 to 3 servings per guest during the first hour, plus water, and chill bottles and prepare ice before setup begins.
What should I prepare at the reception desk?: Set up the desk with the printed visitor list, badges, registration board and any programme or price information before the doors open. Allow at least 30 minutes for a check-in helper to arrange the materials and resolve missing names or dietary notes.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.