How to organise a photo exhibition from start to finish

A photo exhibition needs more than printed images and a suitable room. Start with the theme, participating photographers and venue, then work towards the layout, image formats and visitor flow. Allow time for written photo-rights agreements, printing, framing and captions before you invite guests. In the final week, confirm registrations, dietary requirements and materials, and prepare the room so installation and hospitality do not compete for your attention.

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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
Determine theme and selection
2 people
2
Set the venue and date
3
Confirm participating photographers
2 people
4
Record photo rights agreements
2 people
5
Develop exhibition layout
2 people
6
Determine photo formats and quantities
2 people
7
Order photo prints and frames
8
Design the invitation and poster
9
Open the registration form
10
Send invitations
2 people
11
Distribute posters
2 people
12
Process registrations
13
Collect dietary requirements
14
Order catering and pastries
15
Write photo captions
2 people
16
Create name badges and signage
2 people
17
Check lists and printouts
2 people
18
Purchase supplies
2 people
19
Collect photos and materials
2 people
20
Update guest list and badges
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Prepare Snacks and Pastries
3 people
24
Sort materials by room
2 people
25
Clean the venue beforehand
2 people

Event

26
Set up tables and chairs
4 people
27
Hang up the photos and lists
4 people
28
Place Captions and Signs
2 people
29
Check lighting and cables
2 people
30
Set up the reception table
2 people
31
Set out snacks and drinks
3 people
32
Prepare coffee and tea
2 people
33
Receive and register guests
3 people
34
Give the photo tour
2 people
35
Serve snacks and pastries
2 people
36
Refill drinks
2 people
37
Answer visitor questions
2 people
38
Track the guestbook and sales
39
See off the last visitors
2 people

Aftercare

40
Delete photos and lists securely
4 people
41
Wash dishes
3 people
42
Collect and remove waste
2 people
43
Clean the venue
3 people
44
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
Reception desk
Exhibition plinthsqty 6
Coat racksqty 2

Presentation

Photo framesqty 40
Photo printsqty 40
Passe-partoutsqty 40
Label holdersqty 40
Wall hooksqty 80
Removable mounting tapeqty 4
Guest book
Ballpoint pensqty 6
Clipboardsqty 2
Name badgesqty 70
Information boardsqty 6

Lighting

LED spotlightsqty 12
Extension cordsqty 6
Power stripsqty 6

Tableware

Wine glassesqty 80
Water glassesqty 80
Coffee cupsqty 40
Cake platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Serving tongsqty 6

Decorations

Tableclothsqty 6
Vasesqty 6

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the theme, photographer list and venue before ordering prints. Once you know the wall space and viewing route, decide how many images each photographer can show and which formats will fit.
Record photo-rights agreements before sending files to the printer. Keep the approved image list, photographer names and caption details together so corrections do not delay printing or labels.
Plan the installation around the room, not just the images. Mark the position of frames, information boards and LED spotlights, and check extension cords and power strips before guests arrive.
Send invitations only after the date, address, registration form and exhibition details are final. Close or review registrations several days before the opening so name badges, seating and catering quantities match the guest list.
Prepare hospitality separately from the exhibition materials. Chill drinks, arrange glasses and serving trays, and sort frames, prints, mounting supplies, signage and badges by room on the day before setup.

Frequently asked questions

How early should I start organising a photo exhibition?: Start at least 8 to 12 weeks before the opening. This gives you time to confirm photographers, document image rights, book the venue, order prints and frames, and send invitations.
When should photo prints be ordered for an exhibition?: Order prints and frames around 3 to 4 weeks before the exhibition, after the selection, quantities, formats and captions have been checked. Keep at least 7 days for delivery and corrections.
How many photos should each photographer display?: Use the available wall space to set a fixed range, often 5 to 10 photos per photographer for a small exhibition. Measure the room first and leave about 10 to 20 centimetres between framed works so the display remains readable.
When should I confirm catering for a photo exhibition?: Confirm catering 7 to 10 days before the opening, once registrations and dietary requirements are clear. Prepare drinks, pastries and serving equipment on the day, with chilled drinks ready at least 2 hours before guests arrive.

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.