How to organise a photo exhibition from start to finish

A photo exhibition needs more than framed images on a wall. Start by fixing the date, booking a suitable venue and deciding how visitors should move through the space. Then confirm photographers, collect the final image selection and allow time for captions, prices and print production. The last week is for checking equipment, preparing signs and briefing volunteers; on opening day, give yourself at least two hours to set up before visitors 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
Record date and times
2 people
2
Reserve venue
3
Create exhibition plan
2 people
4
Confirm photographers
2 people
5
Collect final selection
3 people
6
Check image files
2 people
7
Place print order
8
Write captions
2 people
9
Prepare the price list
10
Work out the floor plan
2 people
11
Design invitations
2 people
12
Send invitations
2 people
13
Send press release
14
Post social media messages
15
Process registrations
2 people
16
Collect dietary requirements
17
Order catering
18
Test the equipment
2 people
19
Brief volunteers
2 people
20
Publish directions
21
Print the visitor list
22
Pick up prints
2 people
23
Do the shopping
2 people
24
Prepare materials
2 people

Event

25
Open venue
2 people
26
Check rooms
2 people
27
Set up furniture
4 people
28
Set up exhibition walls
4 people
29
Hang up photos
4 people
30
Attach captions
2 people
31
Hang up the price list
32
Put up the information board
2 people
33
Adjust the lighting
2 people
34
Connect the sound system
2 people
35
Test presentation
2 people
36
Set up catering
3 people
37
Chill drinks
2 people
38
Set up registration desk
2 people
39
Set up the cloakroom
2 people
40
Check toilets
41
Open the doors
2 people
42
Welcome visitors
3 people
43
Check off registrations
2 people
44
Explain the program
45
Give the opening speech
46
Lead a tour
2 people
47
Introduce the photographers
48
Serve snacks
3 people
49
Serve drinks
2 people
50
Refill drinks
2 people
51
Refill snacks
2 people
52
Staff the sales table
2 people
53
Replenish guestbook
54
Conduct room rounds
2 people
55
Remove waste regularly
56
Wave goodbye to visitors
2 people

Aftercare

57
Close sales administration
2 people
58
Pack photos safely
4 people
59
Take down decorations
2 people
60
Switch off equipment
2 people
61
Dismantle furniture
4 people
62
Collect waste
2 people
63
Wash dishes
2 people
64
Clean the room
3 people
65
Clean the restrooms
66
Hand over the venue
2 people
67
Return prints
2 people
68
Return rented materials
2 people
69
Send follow-up message to visitors
70
Inform the photographers

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Exhibition wallsqty 10
Stoolsqty 6
Coat racksqty 2
Clothes hangersqty 80
Bollardsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Charging phone

Lighting

Exhibition spotlightsqty 12
LED lampsqty 6
Mood lightingqty 4

Decorations

Information boardsqty 4
Photo framesqty 30
Passe-partoutsqty 30
Photo hooksqty 40
Hanging wiresqty 40
Wall labelsqty 35
Directional signsqty 8
Tableclothqty 8
Flower arrangementsqty 6
Guest book
Pen setqty 4
Display standsqty 10

Tableware

Glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving traysqty 12
Pouring jugsqty 6

Kitchen

Coffee makerqty 2
Kettleqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Serving tongsqty 6
Small bowlsqty 12
Bread knivesqty 2
Waste binsqty 4
Cash box
Payment terminal

Cleaning

Vacuum cleaner
Mop set
Bucketsqty 2
Microfiber clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the exhibition plan before ordering prints. Measure the available walls, allow space between works and mark the position of exhibition spotlights, information boards and directional signs so the print order matches the actual layout.
Set a firm deadline for the final image selection at least three weeks before opening. Check every image file before placing the print order; a late correction can delay pickup and leave frames or passe-partouts unused.
Send invitations and the press release early, then keep registrations in one list. Print the visitor list on the day and collect dietary requirements before ordering catering, especially if the opening includes a seated reception.
Test the laptop, projector, screen, speakers and microphone in the venue at least one day before the opening. Trace every extension cord and power strip, and keep a charging phone available for last-minute communication.
Reserve at least two hours for setup and one hour for a volunteer briefing. Put labels, the price list, guest book, pens and directional signs in position before doors open; these small items are often left until after the hanging is finished.

Frequently asked questions

How far in advance should I organise a photo exhibition?: Start at least 8 to 12 weeks before the opening. Venue booking, photographer confirmations, image selection and print production usually take longer than the final decoration and setup.
When should I order prints for a photo exhibition?: Place the print order at least 2 to 3 weeks before the exhibition. This leaves time to check the finished prints, collect them and solve problems with file quality, framing or delivery.
How long does it take to set up a photo exhibition?: Allow 4 to 6 hours for a small exhibition, including hanging photographs, positioning lights, placing labels and testing equipment. Add another hour if volunteers need a full briefing.
What should I prepare for the opening of a photo exhibition?: Prepare the visitor list, captions, price list, guest book, pens, directional signs and catering before doors open. Check the sound and projection equipment at least one day earlier, then arrive 2 hours before the opening for the final setup.

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