How to organise a photo festival from first plan to opening

Organising a photo festival means coordinating a programme, exhibitors, visitors, displays and technical equipment in the right order. Start by fixing the date and venue, then confirm photographers, exhibitions and presentation needs before opening registration. Allow time for captions, prints, floor plans and room layouts—not just the photographs themselves. In the final week, focus on deliveries, catering, signage and equipment tests so setup day is spent installing the festival rather than solving avoidable problems.

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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 the festival date and program
2 people
2
Confirm photographers and exhibitors
2 people
3
Check venue and rooms
2 people
4
Make reservations for materials
5
Send invitations
2 people
6
Publish the festival page
7
Process registrations
2 people
8
Collect dietary requirements
9
Print the program and floor plan
2 people
10
Check exhibition list
2 people
11
Receive photo work digitally
2 people
12
Check prints and captions
2 people
13
Order catering
14
Test equipment and presentations
2 people
15
Create volunteer instructions
16
Prepare signage
2 people
17
Do the shopping
2 people
18
Receive prints and materials
3 people
19
Chill drinks
2 people
20
Clear exhibition space
3 people
21
Set up tables and chairs
4 people
22
Set up exhibition walls
4 people
23
Hang lighting
3 people
24
Hang photo works
4 people
25
Add captions
2 people
26
Set up workshop tables
3 people
27
Set up the presentation area
3 people
28
Set up projector and screen
2 people
29
Connect sound equipment
2 people
30
Set up registration desk
2 people
31
Prepare programs and badges
2 people
32
Build the catering buffet
3 people
33
Prepare coffee and tea
2 people
34
Set out snacks
3 people
35
Check safety and escape routes
2 people
36
Hold team briefing
8 people

Event

37
Open the doors
2 people
38
Register visitors
3 people
39
Welcome visitors
2 people
40
Explain the exhibition
3 people
41
Facilitate the workshop
2 people
42
Host lecture
2 people
43
Moderate the panel discussion
3 people
44
Assist photographers
2 people
45
Serve coffee and tea
2 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Collect tableware
2 people
49
Empty trash bins
2 people
50
Oversee technical support during the program
51
Answer visitor questions
2 people
52
Collect photo contest votes
2 people
53
Support awards ceremony
3 people
54
Inform last visitors
2 people
55
See visitors out
2 people

Aftercare

56
Pack exhibition works safely
4 people
57
Switch off equipment
2 people
58
Clean up catering
3 people
59
Wash dishes
3 people
60
Take down tables and chairs
4 people
61
Dismantle exhibition walls
4 people
62
Clean the venue
4 people
63
Dispose of waste
2 people
64
Return borrowed materials
2 people
65
Call to follow up on undelivered materials
66
Collect lost and found items
67
Hand over photo works to exhibitors
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Registration desk
Exhibition wallsqty 16
Stoolsqty 12
Coat racksqty 3
Waste binsqty 8
Tableclothsqty 8

Tableware

Reusable cupsqty 150
Wine glassesqty 100
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Coffee cupsqty 80
Serving traysqty 10

Equipment

Projector
Projection screen
Laptopsqty 2
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 4

Lighting

LED spotlightsqty 12
String lightsqty 6
Standing lampsqty 4

Decorations

Photo framesqty 40
Photo storage systemsqty 4
Table décorqty 12
Welcome sign
Directional signsqty 12
Photography backdropsqty 3
Ornamental plantsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Pliersqty 8
Ice packsqty 20
Water jugsqty 8

Registration

Badge holdersqty 150
Pensqty 30
Clipboardsqty 6
Guest bookqty 2
Ballot boxesqty 3

Workshop materials

Camerasqty 10
Tripod setsqty 10
Memory cardsqty 12
Cable tensionersqty 6
Reflectorsqty 6
Notepadsqty 30
Pencilsqty 30
Printer paperqty 250
Writing boardsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Towel dispensersqty 4

Other

Barrier tapeqty 2
Cable traysqty 12
Cable tiesqty 200
Duct tapeqty 6
Measuring tapesqty 2
Step laddersqty 2
Tool casesqty 2
Transport boxesqty 20
Hand-held fire extinguishersqty 4

Catering

Groceries

Tips

Lock the date, programme and rooms before inviting photographers or opening registration. Confirm how many exhibition spaces, presentations and visitor areas the venue can actually support.
Request digital files, print specifications and captions several weeks before the festival. Check every print and caption when it arrives; replacing a missing image or correcting a name on the day is rarely practical.
Plan the visitor route before setting up exhibition walls, tables and chairs. Leave clear access to the registration desk, coat racks, toilets and presentation seating, and mark the route on the printed floor plan.
Test the projector, screen, laptops, speakers, microphones, mixer and presentation files at least one day before opening. Check extension cords and power strips in the actual rooms, not only at a desk.
Treat setup as a separate production phase: receive prints and materials, clear the exhibition space, install lighting, hang the photo works and add captions in that order. Chill drinks and finish catering preparation after the displays are secure.

Frequently asked questions

How far in advance should I organise a photo festival?: Start planning at least 8 to 12 weeks ahead. Use the first weeks for the date, venue, programme and exhibitors, then leave the final 7 days for print checks, deliveries, equipment tests and volunteer instructions.
When should photographers send their work and captions?: Set a deadline at least 3 weeks before the festival, especially if work must be printed or framed. Check the files, dimensions, names and captions immediately so corrections can be made before materials arrive.
How do I plan the setup for a photo festival?: Create the room layout and floor plan 1 to 2 weeks beforehand, including exhibition walls, registration, seating and equipment. On setup day, allow at least 4 to 6 hours for furniture, lighting, prints, captions, signage and technical checks.
How much catering and tableware do I need for a photo festival?: Base catering on the confirmed registrations and add roughly 10% if numbers are uncertain. Prepare enough reusable cups, wine glasses, plates and cutlery for one full serving round, then keep a small reserve for breakage and late arrivals.

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.