How to organise a photo exhibition from start to opening night

A photo exhibition becomes manageable when the venue, photographers and artwork dimensions are confirmed before anything is printed or ordered. Start by measuring the space and defining the theme, then build the layout around the actual framed works. Allow time for proof prints, wall labels, invitations and registration. The final week should focus on delivery checks, technology, signage and a timed installation rather than unfinished design decisions.

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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
Inspect and measure the venue
2 people
2
Reserve venue
3
Define the exhibition theme
2 people
4
Confirm participating photographers
2 people
5
Collect photo works and dimensions
2 people
6
Create the exhibition layout
2 people
7
Order photo prints
8
Order photo frames
9
Write texts for wall labels
2 people
10
Design invitations
11
Send invitations
12
Open the registration form
13
Process registrations
14
Collect dietary requirements
15
Reserve catering and tableware
16
Reserve rental equipment
17
Place promotion
2 people
18
Check proof prints
2 people
19
Print wall texts and labels
20
Print program and route map
21
Update guest list
22
Inform photographers about the schedule
23
Prepare name badges
24
Set up guest book and registration
25
Test technology and presentation
2 people
26
Pick up photo prints and frames
2 people
27
Check prints and lists
2 people
28
Frame the photos
3 people
29
Do the shopping
2 people
30
Clean the venue
2 people
31
Chill drinks
2 people
32
Prepare snacks
3 people
33
Bring setup materials to the venue
3 people

Event

34
Set up exhibition walls
4 people
35
Hang up photos
4 people
36
Attach wall labels
2 people
37
Adjust the lighting
2 people
38
Set up the reception table
2 people
39
Set up catering
3 people
40
Staff the registration desk
2 people
41
Welcome visitors
2 people
42
Brief photographers and staff
2 people
43
Serve coffee and tea
2 people
44
Serve snacks
2 people
45
Refill drinks
2 people
46
Check exhibition spaces
2 people
47
Restock guestbook and materials
48
See off the last visitors
2 people

Aftercare

49
Clean up catering
3 people
50
Take down photos and lists
4 people
51
Dismantle exhibition walls
4 people
52
Collect and sort waste
2 people
53
Clean the venue
3 people
54
Inventory and pack materials
3 people
55
Return rental items
2 people
56
Clear away leftover catering
2 people
57
Archive the guest list and registrations

What to bring

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

Furniture

Exhibition wallsqty 6
Tablesqty 6
Chairsqty 40
Reception desk
Coat racksqty 2
Waste binsqty 4
Easelsqty 4

Equipment

Laptop
Projector
Projection screen
Tablet for registration
Payment terminal
Extension cordsqty 6
Power stripsqty 6
Hanging setsqty 50
Spirit levelqty 2
Cordless drill

Decorations

Photo printsqty 40
Photo framesqty 40
Passe-partoutsqty 40
Wall labelsqty 40
Wall Textsqty 6
Directional signsqty 8
Tableclothsqty 6
Name badgesqty 50
Guest book
Pensqty 12

Tableware

Glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6
Serving tongsqty 4
Thermos flasksqty 4

Lighting

LED spotlightsqty 8
Spare batteriesqty 24

Cleaning

Broomqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Bucketsqty 2

Catering

Groceries

Tips

Measure the venue before creating the layout. Record wall lengths, ceiling height, power points and access routes, then leave enough space for tables, chairs, coat racks and visitor flow.
Confirm each photographer and collect the final image files, print sizes and frame dimensions before ordering. Keep one written overview so the layout is based on 100% confirmed work, not estimates.
Order prints, frames and hanging materials early enough to inspect proof prints before the exhibition week. Build in at least 7 days for corrections or reprints if a colour, crop or label does not look right.
Send invitations only after the date, opening hours and registration process are fixed. Close or review registrations regularly, collect dietary requirements and update the guest list before ordering catering and tableware.
Schedule the installation as a timed run-through. Test the laptop, projector, screen, registration tablet and payment terminal, then print wall texts, labels, route maps and name badges only after the final layout is approved.

Frequently asked questions

How long does it take to organise a photo exhibition?: Allow at least 8 to 12 weeks for a small exhibition with several photographers. The first 2 weeks are for the venue, theme and participants; printing, invitations and final logistics should be completed at least 7 days before opening.
When should I order photo prints and frames for an exhibition?: Order them as soon as the image files and dimensions are confirmed, preferably 3 to 4 weeks before the opening. Check proof prints immediately and keep at least 7 days for reprints or frame corrections.
How do I plan the layout of a photo exhibition?: Measure every usable wall and map doors, windows, power points and visitor routes first. Create the layout from the actual frame dimensions, leaving roughly 10 to 15 centimetres between works where the design allows and keeping labels beside the correct image.
When should I send invitations to a photo exhibition?: Send invitations 3 to 4 weeks before the opening, once the venue, schedule and registration form are ready. Review registrations weekly and finalise catering quantities and dietary requirements about 7 days beforehand.

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.