How to organise a gallery opening without last-minute chaos

Start with the guest list, programme and artwork inventory before arranging the room. Send invitations early enough to process registrations and collect dietary requirements, then confirm catering, drinks and equipment as the opening approaches. In the final week, check every artwork, label and route sign, and test the microphone and speaker. On the day, leave time for lighting, furniture, chilled drinks and a clean registration desk before guests 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
Compile the guest list
2
Draft invitations
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Book catering
7
Reserve drinks
8
Coordinate the program
2 people
9
Inventory artworks
2 people
10
Print art labels
11
Print route signs
12
Test the equipment
2 people
13
Prepare presentations
2 people
14
Confirm catering
15
Create final guest list
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Check the venue
2 people
20
Check artworks
2 people
21
Hang art labels
2 people
22
Clean gallery space
3 people
23
Set up lighting
2 people
24
Set up furniture
3 people
25
Hang up decorations
2 people
26
Set up catering
3 people
27
Set out coffee and tea
2 people
28
Set up registration desk
2 people
29
Test the music
30
Hold team briefing
5 people

Event

31
Staff entrance and coat check
2 people
32
Register guests
2 people
33
Welcome guests
2 people
34
Serve drinks
3 people
35
Serve snacks
3 people
36
Refill drinks
2 people
37
Deliver the opening speech
38
Lead a tour
2 people
39
Manage the guest book
40
Clear away dishes
2 people
41
Lock the gallery space
2 people

Aftercare

42
Store leftovers refrigerated
2 people
43
Collect waste
3 people
44
Wash dishes and glasses
3 people
45
Clean the room
3 people
46
Remove decorations
2 people
47
Put furniture back
3 people
48
Clear away equipment
2 people
49
Inventory materials
2 people
50
Return borrowed items
2 people

What to bring

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

Furniture

Tall cocktail tablesqty 6
Chairsqty 30
Coat racksqty 2
Clothes hangersqty 60
Registration desk
Presentation table
Waste binsqty 6

Tableware

Wine glassesqty 80
Water glassesqty 80
Coffee cupsqty 60
Platesqty 60
Cake platesqty 60
Coffee spoonsqty 60
Pastry forksqty 60
Serving traysqty 8
Pitchersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Compact speaker
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

Spotlightsqty 8
Atmosphere lightsqty 6

Decorations

Flower arrangementsqty 6
Table runnersqty 6
Photo framesqty 4
Balloonsqty 30
Adhesive stripsqty 2
Art labelsqty 30
Directional signsqty 8
Guest book
Ballpoint pensqty 6
Name stickersqty 80
Menusqty 20

Kitchen

Cutting boardsqty 3
Chef and serving knivesqty 6
Pliersqty 6
Serving spoonsqty 4
Storage binsqty 8
Ice packsqty 12

Cleaning

Hand brush and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the planning order around three dependencies: confirm the artwork list before printing labels, confirm registrations before finalising catering, and check the programme before preparing presentations. This prevents late changes from affecting several parts of the setup.
Send invitations early and keep a live registration list. Record dietary requirements as replies come in, then use the final guest count to confirm catering, drinks, glasses, plates and seating rather than estimating from the first response.
Do a full venue walk-through before setup day. Check where the registration desk, coat racks, cocktail tables, presentation table, waste bins and power points will go, and mark any route that needs signage.
Test the compact speaker, microphone, coffee machines, kettles, extension cords and power strips before guests arrive. A short test with the actual presentation files catches problems that a simple power check will not.
Reserve the last setup block for details people often postpone: chill the drinks, place serving trays and pitchers, hang labels, adjust spotlights, set out table runners and remove packaging and rubbish from the gallery space.

Frequently asked questions

How far in advance should I send invitations for a gallery opening?: Send invitations around 3 to 4 weeks before the opening. Keep registrations open for roughly 2 weeks, then use the final guest list to confirm catering, drinks and seating.
How many drinks should I plan per guest for a gallery opening?: For the first hour, plan 2 to 3 drinks per guest, then adjust for the expected length of the opening. Include water as well as alcoholic and non-alcoholic options, and chill drinks at least 4 hours beforehand.
When should I check the artwork and print the labels?: Complete the artwork inventory 5 to 7 days before the opening and print labels only after that list is final. Do a second physical check while hanging the labels, ideally no later than the day before guests arrive.
When should I test the microphone and presentation equipment?: Test the microphone, speaker and presentation files at least 24 hours before the opening, using the same cables, extension cords and power strips planned for the event. Repeat a quick sound check 60 minutes before doors open.

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.