How to organise a photo exhibition without last-minute problems

Start with the exhibition space, not the invitations. Set the date and opening hours, reserve a venue, and measure the walls before deciding how many photographs you can show. Then confirm photographers, record each print’s size and quantity, and build a floor plan with a clear visitor route. Invitations, registration, catering and technical checks follow once the layout is realistic. The final week is for printing, signage, packing and transport—not for discovering that a frame, caption or power cable is missing.

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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
Reserve venue
3
Confirm photographers
4
Inspect the exhibition area
2 people
5
Create exhibition floor plan
6
Record photo sizes and quantities
2 people
7
Collect captions
2 people
8
Design invitations
9
Send invitations
2 people
10
Open the registration form
11
Process registrations
12
Collect dietary requirements
13
Determine catering quantities
14
Reserve beverage delivery
15
Print photo work
2 people
16
Order signs and fastening materials
17
Assign volunteers
18
Create the program and route description
19
Confirm opening speaker
20
Test equipment and presentation tools
2 people
21
Prepare signage
22
Check photos and lists
2 people
23
Check the shopping list
24
Do the shopping
2 people
25
Transport photos safely
2 people
26
Pick up venue keys
27
Chill drinks
2 people
28
Unpack and sort photos
3 people
29
Clean the room
3 people
30
Set up tables and chairs
3 people
31
Set up exhibition walls
3 people
32
Hang photos
4 people
33
Add captions
2 people
34
Adjust the lighting
2 people
35
Set up information table
2 people
36
Set up the catering table
2 people
37
Prepare coffee and tea
2 people
38
Lay out name badges
39
Set up the registration table
2 people
40
Test sound system
2 people
41
Brief volunteers
2 people
42
Check entrance and route
2 people

Event

43
Welcome visitors
2 people
44
Register sign-ups
2 people
45
Inform visitors
2 people
46
Assist photographers
47
Serve coffee and tea
2 people
48
Serve snacks
2 people
49
Refill drinks
50
Check the hall and photos
51
Lead opening speech
2 people
52
Answer audience questions
2 people
53
Collect tableware
54
Check toilets
55
Empty trash bins
56
Inform last visitors
2 people
57
See visitors out
2 people

Aftercare

58
Remove photos from the walls
4 people
59
Pack photos
3 people
60
Dismantle exhibition walls
3 people
61
Clear tables and chairs
3 people
62
Wash dishes
2 people
63
Switch off equipment
64
Clean the room
3 people
65
Dispose of waste
2 people
66
Store leftover catering
2 people
67
Inventory materials
2 people
68
Return borrowed materials
2 people
69
Return photos
2 people
70
Return venue keys
71
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 40
Bar stoolsqty 4
Registration desk
Information desk
Catering tableqty 2
Coat racksqty 2
Waste binsqty 4

Presentation

Exhibition wallsqty 12
Photo framesqty 40
Passe-partoutsqty 40
Photo hooksqty 50
Hanging railsqty 24
Caption cardsqty 40
Info panelsqty 4
Photo panelsqty 4
Portfolio holdersqty 4
Plastic protective coversqty 40
Packaging cardboardqty 40
Bubble wrapqty 2

Equipment

LED spotlightsqty 12
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 12
Microphone
Speakersqty 2
Microphone stand
Laptop
Presentation screen
Power banksqty 2
Flashlightsqty 2

Tableware

Glassesqty 80
Coffee cupsqty 50
Tea glassesqty 30
Cake platesqty 80
Teaspoonsqty 50
Serving traysqty 6
Serving tongsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Water jugsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Ice packsqty 12

Decorations

Entrance signsqty 2
Directional signsqty 6
Tableclothsqty 4
Flower arrangementsqty 4
Poster puttyqty 4
Barrier tapeqty 2

Registration

Attendance listsqty 4
Pensqty 20
Name badgesqty 100
Badge holdersqty 20
Guest book
Wristbandsqty 100

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 3

Catering

Groceries

Tips

Measure every wall, doorway and display surface before printing photographs. Record the size and quantity of each work, then leave enough space for captions, visitor movement and accessibility.
Create the exhibition route before assigning volunteers or writing the programme. Mark the registration desk, information desk, catering table and coat racks on the floor plan so they do not block the entrance or viewing areas.
Collect captions and photographer confirmations before sending invitations. A missing caption is easy to overlook until the photographs are already framed and the signs are being printed.
Test the microphone, speakers, laptop, presentation screen and LED spotlights in the actual venue at least one day before opening. Check extension cords, power strips and cable mats at the same time, rather than during guest arrival.
Pack and transport the photographs in size order using packaging cardboard, bubble wrap and protective covers. Keep a matching photo list with the transport so you can check every work in and out without unpacking everything twice.

Frequently asked questions

How far in advance should I organise a photo exhibition?: Allow at least 8 to 12 weeks for a small exhibition. Reserve the venue and confirm photographers first, then schedule printing, invitations, catering and equipment checks around the final floor plan.
How many photographs can I display in an exhibition space?: The number depends on wall length, print size and the route through the room. Measure the space first and leave roughly 10 to 20 centimetres between works, plus room for caption cards and comfortable viewing.
When should I send invitations for a photo exhibition?: Send invitations around 3 to 4 weeks before the opening. Open registration at the same time if you need attendance numbers, and set a response deadline about 7 days before the event so catering quantities can be adjusted.
When should I print the photographs and exhibition signs?: Finalise the floor plan, captions and work list at least 10 to 14 days before opening. Print the photographs and order signs after that point, leaving several days to correct damaged prints, missing information or delivery problems.

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.