How to organise a painting exhibition

Start with the venue, date and artwork inventory before planning the opening. You need the dimensions of every work to create a wall layout, place labels and order suitable lighting. Allow time for artist information, captions, invitations, registrations and sales arrangements. In the final week, confirm transport, volunteers, catering, payment equipment and guest details. On the day, check the space before artwork arrives and keep a clear record of any damage.

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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
Reserve exhibition space
2
Set the exhibition date
3
Inventory artists and works
2 people
4
Note the dimensions of the works
2 people
5
Create wall layout
2 people
6
Publish opening hours
7
Design invitations
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Gather artist information
2 people
12
Write captions
2 people
13
Check captions
2 people
14
Compile a price list
15
Determine sales procedure
2 people
16
Check payment options
17
Publish the promo message
18
Order catering
19
Assign volunteers
20
Plan art transport
2 people
21
Prepare damage forms
22
Print guest list
23
Do the shopping
2 people
24
Transport Artwork Safely
3 people
25
Check the venue
2 people
26
Protect the walls
2 people
27
Hang paintings
3 people
28
Straighten paintings
2 people
29
Add captions
2 people
30
Adjust the lighting
2 people
31
Set up tables and chairs
2 people
32
Set up the reception desk
2 people
33
Chill drinks
2 people
34
Prepare snacks
3 people
35
Set out coffee and tea
2 people
36
Set up guest registration
37
Set up the sales table
2 people
38
Place route signs
39
Carry out the final safety check
2 people

Event

40
Welcome guests
3 people
41
Register sign-ups
2 people
42
Manage the cloakroom
43
Lead a tour
2 people
44
Introduce the artists
45
Serve snacks
2 people
46
Refill drinks
2 people
47
Provide sales information
48
Register purchases
49
Oversee the exhibition
2 people
50
Check toilets
51
Empty trash bins
52
Inform last visitors
2 people

Aftercare

53
Close the register
2 people
54
Check artworks
2 people
55
Take down paintings
2 people
56
Safely pack paintings
3 people
57
Dismantle exhibition materials
3 people
58
Wash dishes
2 people
59
Clean the room
3 people
60
Dispose of waste
2 people
61
Return rental items
2 people
62
Return artwork
3 people
63
Archive damage forms
64
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Reception desk
Coat rack
Bollardsqty 6

Equipment

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Payment terminal
Laddersqty 2
Extension cordsqty 4
Power stripsqty 4
Toolboxesqty 2
Transport cartsqty 2
Camera

Tableware

Wine glassesqty 80
Drinking glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Pitchersqty 4

Decorations

Wall labelsqty 40
Exhibition board
Directional signsqty 6
Flower arrangementsqty 4
Tableclothsqty 6
Adhesive hooksqty 30
Barrier tapeqty 2

Lighting

Exhibition spotlightsqty 12
LED lampsqty 6

Kitchen

Bottle openersqty 3
Corkscrewsqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 8
Thermos flasksqty 4
Ice cube traysqty 4

Cleaning

Cleaning bucketqty 2
Mopsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Measure every painting before designing the wall layout. Leave enough space between works for visitors to read the wall labels without blocking the next piece.
Set the sales procedure before invitations go out. Prepare the price list, confirm payment options and test the payment terminal at least one day before the opening.
Arrange artwork transport in a fixed sequence: prepare damage forms first, assign transport carts and move the paintings only after the venue has been checked.
Publish opening hours and send invitations early enough to process registrations and collect dietary requirements. Print the final guest list on the day before the event.
Schedule venue setup several hours before guests arrive. Use ladders, extension cords and toolboxes for labels and spotlights, then check walkways, signs and reception equipment.

Frequently asked questions

How far in advance should I plan a painting exhibition?: Start at least 8 to 12 weeks before the opening. The venue, date, artwork inventory, invitations and transport all need to be confirmed before the final setup week.
How do I create a wall layout for an art exhibition?: Measure each work, including its frame, and map the available wall space before hanging anything. Leave a consistent gap between paintings and reserve room for wall labels and directional signs.
When should artwork arrive at the exhibition venue?: Plan delivery on the same day as setup, several hours before guests arrive. Keep the paintings protected during transport and complete the venue check and damage forms before unpacking.
How do I handle artwork sales at an exhibition?: Decide the sales procedure before publishing invitations. Prepare the price list, confirm payment options and test the payment terminal no later than the day before the opening.

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.