How to organise a heritage exhibition

A heritage exhibition depends on more than attractive displays. Start by fixing the date, opening hours and room layout, then build the collection around pieces you can legally borrow and safely transport. Object records, checked texts and a clear visitor route need to be ready before you invite people. Work backwards from installation day so printing, catering, press activity and registration do not compete with the final object checks.

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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
Set date and opening hours
2 people
2
Confirm the venue and room layout
2 people
3
Select exhibition pieces
3 people
4
Contact lenders and rights holders
2 people
5
Record loan agreements
2 people
6
Create a loan register for items
7
Photograph objects on receipt
2 people
8
Write exhibition texts
2 people
9
Have texts checked
2 people
10
Design signs and a route map
11
Print signs and route map
12
Send invitations
2 people
13
Publish event online
14
Process registrations
15
Collect dietary requirements
16
Book catering
17
Arrange transport for objects
2 people
18
Make reservations for materials
19
Prepare press release and press list
20
Send press release
21
Do the shopping
2 people
22
Check objects and materials
2 people
23
Prepare reception area
2 people
24
Set up exhibition panels
3 people
25
Set up display cases and pedestals
3 people
26
Set up tables and chairs
3 people
27
Unpack exhibition pieces
3 people
28
Place exhibition pieces
3 people
29
Attach object labels
2 people
30
Place route and audience signs
2 people
31
Adjust the lighting
2 people
32
Test the screen and presentation
2 people
33
Set up the cloakroom
2 people
34
Set out coffee and tea
2 people
35
Chill drinks
2 people
36
Prepare snacks
3 people
37
Set up the registration table
2 people
38
Brief volunteers
2 people
39
Carry out the final safety check
2 people

Event

40
Welcome visitors
3 people
41
Check off registrations
2 people
42
Guide tours
2 people
43
Answer visitors' questions
2 people
44
Serve snacks
2 people
45
Serve drinks
2 people
46
Refill drinks
2 people
47
Refill coffee and tea
48
Check the hall and display cases
2 people
49
Guide visitors to the exit
2 people

Aftercare

50
Register exhibition items
2 people
51
Pack exhibition pieces
3 people
52
Dismantle display cases and panels
3 people
53
Put furniture back
3 people
54
Wash dishes
2 people
55
Collect and remove waste
2 people
56
Clean the hall and restrooms
2 people
57
Remove decorations and signage
2 people
58
Return borrowed materials
2 people
59
Return Items
2 people

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

Tips

Confirm the room layout before selecting display cases, panels and pedestals. Mark the visitor route, reception area, power points and cable runs on the plan so equipment and furniture fit before anything arrives.
Treat every borrowed object as a documented item. Record the loan agreement, photograph the object when it is received and keep the loan register updated before placing it in a case or on a pedestal.
Set a firm copy deadline for exhibition texts, signs and the route map. Allow time for a separate check of names, dates and object references before printing; corrections after installation are slow and visible.
Open registrations early enough to collect dietary requirements before booking catering. Use the final registration count to plan seating, glasses, coffee cups and serving space rather than estimating on the day.
Schedule a full installation check at least one day before opening. Test the laptop, monitor, HDMI cables, lighting and extension cords, then inspect barriers, labels, display cases and the reception area while the rooms are still empty.

Frequently asked questions

How far in advance should I plan a heritage exhibition?: Start at least 8 to 12 weeks before opening. Loan agreements, transport, rights checks, text approval and printing usually take longer than the final room setup.
When should I contact lenders for exhibition objects?: Contact lenders as soon as the date and basic exhibition scope are known, ideally 8 weeks before opening. Allow at least 2 weeks for written loan agreements and transport arrangements.
How long before opening should exhibition texts be printed?: Have texts checked and approved at least 10 working days before opening. Print signs and the route map early enough to correct names, dates or object numbers before installation.
When should I book catering for the exhibition opening?: Book catering once registrations provide a reliable estimate, normally 2 to 3 weeks before the opening. Confirm dietary requirements and the final guest count no later than 5 working days beforehand.

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