How to organise a photo exhibition from start to finish

Organising a photo exhibition starts with the space, not the invitations. Measure the walls, confirm the photographers and select the images before ordering prints, frames and passe-partouts. Then build the visitor experience around the work: plan the wall layout, prepare captions and signs, and test every screen, cable and light. The final setup is easier when chilled catering, furniture and framed photographs arrive in separate, timed stages.

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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 venue
2
Measure the exhibition space
2 people
3
Confirm photographers
4
Select photos
3 people
5
Check photos digitally
2 people
6
Have photos printed
7
Order frames and passe-partouts
8
Draft invitations
2 people
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Order catering
13
Print the program
14
Make signs for the photos
2 people
15
Frame photos
3 people
16
Work out the wall layout
2 people
17
Test the equipment
2 people
18
Do the shopping
2 people
19
Store catering chilled
2 people
20
Bring photo works to the venue
3 people
21
Ventilate room
22
Set up furniture
3 people
23
Set up exhibition walls
3 people
24
Hang photo works
4 people
25
Add captions
2 people
26
Adjust the lighting
2 people
27
Set up the reception table
2 people
28
Prepare coffee and tea
2 people
29
Set out snacks
2 people
30
Set up the registration table
31
Set up the cloakroom
2 people
32
Hang up route signs

Event

33
Welcome visitors
3 people
34
Check off registrations
2 people
35
Deliver the welcome speech
36
Introduce photographers
37
Serve coffee and tea
2 people
38
Serve snacks
2 people
39
Refill drinks
40
Explain the photo pieces
2 people
41
Guide visitors
2 people
42
Check toilets
43
Remove waste regularly
44
Wave goodbye to visitors
2 people

Aftercare

45
Pack photo pieces safely
3 people
46
Dismantle furniture
3 people
47
Wash dishes
2 people
48
Clean the room
3 people
49
Dispose of waste
2 people
50
Return photo works
2 people
51
Return borrowed materials
2 people

What to bring

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

Furniture

Exhibition wallsqty 8
Chairsqty 60
Tablesqty 6
High tablesqty 4
Coat racksqty 2
Stoolsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 100
Serving traysqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Laptop
Presentation screen
Card reader
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8

Decorations

Photo framesqty 40
Passe-partoutsqty 40
Photo printsqty 40
Photo captionsqty 40
Hanging hooksqty 80
Tableclothsqty 8
Welcome sign
Directional signsqty 8

Lighting

LED spotlightsqty 12
Battery lampsqty 6

Kitchen

Thermos flasksqty 6
Serving jugsqty 4
Serving tongsqty 6
Measuring cupsqty 2
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Measure the exhibition space before choosing the final number of photographs. Leave room for captions, hanging hooks and comfortable viewing distance instead of filling every section of wall.
Confirm photographers and complete the image selection before sending invitations. Allow enough time for digital checks, printing, framing and any replacement print that arrives damaged.
Create the wall layout on paper or on a scaled screen at least 1 week before installation. Mark each photograph, caption and spotlight position so the hanging team is not deciding under time pressure.
Test the laptop, presentation screen, coffee machines, kettles, card reader and extension cords at the venue 1 day before opening. Cable trays and power strips should be placed where visitors cannot trip over them.
Keep catering chilled until serving time and schedule setup in this order: ventilate the room, install exhibition walls and furniture, hang the photographs, then add captions, signs and refreshments. This prevents food, cups and tablecloths from getting in the way of installation.

Frequently asked questions

How far in advance should I organise a photo exhibition?: Start at least 8 to 12 weeks before the opening. That gives you time to reserve the venue, confirm photographers, select and check the images, order prints and frames, send invitations and process registrations.
How many photos should I display in an exhibition?: Use the wall measurements to decide rather than choosing a fixed number. As a practical starting point, allow roughly 1 to 2 metres of wall space per photograph, including gaps, captions and comfortable viewing distance.
When should I send invitations for a photo exhibition?: Send the main invitations 3 to 4 weeks before the opening and ask guests to register by a stated deadline, usually 7 to 10 days beforehand. Use the final registration count to order catering and prepare seating.
What should I do the day before a photo exhibition opens?: Complete a technical and venue check 1 day before opening. Test the presentation equipment and payment setup, confirm chilled storage, check the wall layout, and make sure every framed work, caption and directional sign is ready.

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.