How to organise a gallery open day

A gallery open day needs two plans running together: the exhibition must be ready, and visitors need a smooth reason to arrive, register and stay. Start by fixing the date and opening hours, then build attendance while artworks, labels and refreshments are prepared in parallel. The work usually becomes rushed when dietary requirements, drink cooling and printed information are left until the final week. Use the final days for installation and checks, not decisions.

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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
Publish the date and opening hours
2
Send invitations
2 people
3
Create online event
4
Process registrations
5
Collect dietary requirements
6
Book catering
7
Reserve drink cooling
8
Check music rights
9
Select artworks
2 people
10
Transport artworks
2 people
11
Set up the exhibition space
2 people
12
Print price labels
13
Print information texts
14
Check the guest list
15
Prepare name stickers
16
Do the shopping
2 people
17
Clean the gallery thoroughly
3 people
18
Chill drinks
19
Prepare snacks
3 people
20
Set up the information table
2 people
21
Set up tables
3 people
22
Set out chairs and seating
2 people
23
Hang artworks
3 people
24
Attach price labels
2 people
25
Hang decorations
2 people
26
Test lighting and music
2 people
27
Set out coffee and tea
2 people
28
Arrange snacks on platters
2 people
29
Welcome and brief the team

Event

30
Open the doors and welcome guests
3 people
31
Register guests
2 people
32
Provide guided tours
2 people
33
Welcome the artists
34
Lead artist talks
2 people
35
Serve snacks
2 people
36
Refill drinks
2 people
37
Collect tableware
2 people
38
Empty trash bins
39
See off guests
2 people

Aftercare

40
Check artworks
2 people
41
Pack artworks safely
3 people
42
Clear tables and chairs
3 people
43
Remove decorations
2 people
44
Wash dishes
2 people
45
Clean the gallery
3 people
46
Dispose of waste
2 people
47
Return rental items
2 people
48
Return artwork
2 people
49
Send thank-you messages

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 40
Bar stoolsqty 8
Coat racksqty 2
Dressing tablesqty 2
Tableclothsqty 8

Tableware

Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 50
Cake platesqty 50
Cutlery setsqty 50
Serving plattersqty 12
Serving spoonsqty 8

Decorations

Vasesqty 12
Flower arrangementsqty 12
Welcome sign
Artist signsqty 20
Prize card holdersqty 40
Name stickersqty 80
Runnerqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Bluetooth speakersqty 2
Power stripsqty 4
Extension cordsqty 4
Laddersqty 2
Camera

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Thermos flasksqty 4
Water carafesqty 6
Ice cube traysqty 3

Cleaning

Waste binsqty 6
Mop setsqty 2
Bucketsqty 3
Vacuum cleaner

Lighting

Atmosphere lightsqty 8
LED light stringsqty 4

Catering

Groceries

Tips

Publish the date and opening hours before sending invitations, then create the online event and keep one guest list for registrations, dietary requirements and name stickers. Set a registration deadline about 5 days before the open day so catering quantities can be confirmed.
Select the artworks and arrange transport before cleaning and installing the exhibition space. Allow at least half a day for hanging, price labels and information texts; a ladder, labels and artist signs are easy to overlook until the walls are already occupied.
Book catering after you know the expected attendance and dietary requirements, then plan drinks separately. Chill drinks several hours before opening, and reserve coolers early enough to hold the quantity needed for the first two hours without blocking visitor access.
Set up the visitor route before placing tables and chairs. Leave clear space around artworks, put the welcome sign and information table near the entrance, and keep coat racks, name stickers and refreshments from creating a queue in the doorway.
Schedule a final walk-through 60 minutes before opening. Check music rights, speakers, extension cords and power strips, confirm the guest list, inspect price cards and information texts, and make sure coffee, water glasses, snacks and serving equipment are ready.

Frequently asked questions

How far in advance should I organise a gallery open day?: Fix the date and opening hours at least 6 weeks ahead. Send invitations and publish the online event soon after, then use the final 2 weeks for registrations, catering, artwork transport and printed materials.
When should I close registrations for a gallery open day?: Close registrations about 5 days before the event. That gives you time to review the guest list, collect missing dietary requirements and confirm catering, seating and drink quantities.
How long does it take to set up a gallery exhibition for an open day?: Allow at least half a day for cleaning, hanging artworks, attaching price labels and placing information texts. Add another 60 minutes on the day for the welcome table, chairs, refreshments, music and final safety checks.
How many drinks should I prepare for a gallery open day?: For the first hour, plan on 2 to 3 drinks per guest, including water, and adjust for the event length and catering. Chill them several hours in advance and keep extra water available throughout the opening hours.

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.