How to organise a school exhibition
Start by fixing the date, opening hours and exhibition theme, then map the available rooms before collecting work from each class. Register every project as it arrives, photograph it and prepare captions while details are still easy to confirm. After invitations and registrations, plan the visitor route, catering and room layout. The final setup needs more time than expected: tables, presentation boards, wall protection, signs and displayed work all have to be ready before visitors arrive.
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 people
- 2
Determine exhibition spaces
2 people
- 3
Set the exhibition theme
3 people
- 4
Inventory participating classes
2 people
- 5
Collect the projects
4 people
- 6
Register projects
3 people
- 7
Set damaged pieces aside
2 people
- 8
Photograph the projects
2 people
- 9
Write captions
3 people
- 10
Check name tags
2 people
- 11
Design invitations
2 people
- 12
Send invitations
2 people
- 13
Process registrations
2 people
- 14
Collect dietary requirements
2 people
- 15
Print the visitor list
- 16
Create route map
2 people
- 17
Make reservations
2 people
- 18
Calculate catering quantities
2 people
- 19
Check the shopping list
2 people
- 20
Do the shopping
3 people
- 21
Bring projects to school
4 people
- 22
Set up tables and chairs
4 people
- 23
Set up presentation panels
4 people
- 24
Protect the walls
3 people
- 25
Hang projects
6 people
- 26
Place artwork on tables
4 people
- 27
Attach captions
3 people
- 28
Put up classroom boards
3 people
- 29
Mark entrance and exit
2 people
- 30
Hang route arrows
2 people
- 31
Set up information table
2 people
- 32
Set up registration desk
2 people
- 33
Set up the catering table
3 people
- 34
Chill drinks
2 people
- 35
Prepare the coffee and tea station
2 people
- 36
Lay out crockery and cutlery
2 people
- 37
Prepare snacks
4 people
- 38
Check toilets
2 people
- 39
Clean exhibition spaces
4 people
- 40
Check the lighting
2 people
- 41
Clear emergency exits
2 people
- 42
Display the final projects
4 people
- 43
Review captions
2 people
- 44
Brief volunteers
2 people
Event
- 45
Staff the registration desk
2 people
- 46
Welcome visitors
3 people
- 47
Distribute program
2 people
- 48
Direct visitors to the route
2 people
- 49
Present the projects
4 people
- 50
Supervise children's activities
3 people
- 51
Serve coffee and tea
2 people
- 52
Serve snacks
2 people
- 53
Refill drinks
2 people
- 54
Collect tableware
2 people
- 55
Empty trash bins
2 people
- 56
Inspect exhibition
2 people
- 57
Repair loose labels
2 people
- 58
Inform last visitors
2 people
- 59
Guide the exit
2 people
- 60
Shield projects
3 people
Aftercare
- 61
Sort the projects
4 people
- 62
Pack up artwork
4 people
- 63
Return artworks
4 people
- 64
Clear tables and chairs
4 people
- 65
Take down presentation boards
4 people
- 66
Remove decorations
3 people
- 67
Wash dishes
3 people
- 68
Clean up catering
3 people
- 69
Collect waste
3 people
- 70
Clean rooms
5 people
- 71
Clean the restrooms
2 people
- 72
Mop floors
3 people
- 73
Return borrowed materials
2 people
- 74
Store remaining catering
2 people
- 75
Return keys and access passes
- 76
Set aside damaged materials
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 12
- Chairsqty 80
- Presentation boardsqty 16
- Stoolsqty 8
- Tablecloth tablesqty 3
- High tablesqty 4
Decorations
- Balloonsqty 100
- Buntingqty 6
- Paper rosettesqty 20
- Decorative ribbonqty 4
- Chalkboardsqty 8
- Wayfinding signsqty 12
- Table décorqty 12
- Photo backdrop
Tableware
- Reusable cupsqty 100
- Coffee cupsqty 60
- Small platesqty 60
- Platesqty 100
- Forksqty 100
- Knivesqty 60
- Teaspoonsqty 60
- Serving traysqty 8
- Pitcherqty 4
- Thermos flasksqty 6
Equipment
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Extension cordsqty 6
- Power stripsqty 6
- Glue gunsqty 3
- Laminator
- Label printer
- Camera
Kitchen
- Cutting boardsqty 4
- Bread knivesqty 3
- Kitchen tongsqty 4
- Serving plattersqty 10
- Measuring cupsqty 2
- Aluminum foilqty 2
- Food storage containersqty 8
- Oven mittsqty 2
- Apronsqty 6
Cleaning
- Bucketsqty 4
- Mopsqty 4
- Broomqty 3
- Dustpan and brushqty 3
- Microfiber clothsqty 20
- Spongesqty 10
- Rubber glovesqty 8
- Waste binsqty 8
Lighting
- LED lightsqty 12
- Mood lightingqty 6
- Battery lanternsqty 6
Catering
- Groceries
Presentation
- Photo framesqty 30
- Clothespinsqty 100
- Tie wireqty 4
- Painter's tapeqty 12
- Double-sided tapeqty 10
- Sticky tackqty 20
- Staplersqty 4
- Staplesqty 8
- Scissorsqty 10
- Rulersqty 6
- Black markersqty 20
- Color markersqty 40
- A4 paperqty 2
- A3 paper
- Name stickersqty 150
- Information leafletsqty 150
- Clipboardsqty 6
- Notepadsqty 8
- Ballpoint pensqty 30
- Pen holdersqty 4
Children's activities
- Drawing paperqty 500
- Colored pencilsqty 12
- Wascoqty 12
- Markersqty 12
- Coloring pagesqty 100
- Aprons for childrenqty 20
- Glue sticksqty 20
- Children's scissorsqty 20
- Paintbrushesqty 30
- Poster paintqty 12
- Mixing palettesqty 20
- Tablecloths for craftingqty 6
Safety
- Barrier tapeqty 4
- Non-slip matsqty 8
- Cable traysqty 12
- Flashlightsqty 4
- Safety vestsqty 8
- First aid kit
Transport
- Foldable transport cratesqty 12
- Protective coversqty 20
- Bubble wrapqty 2
- Moving blanketsqty 12
- Hand trucksqty 2
Tips
- Set the exhibition spaces before collecting projects. Measure the available wall and floor area, then decide which classes or themes belong in each room so you do not discover a space shortage during setup.
- Register projects as soon as they arrive. Photograph each piece, mark damaged work separately and check name tags before writing captions; correcting missing names on opening day is slow and awkward.
- Create the visitor route before placing furniture. Allow clear walking space between tables and presentation boards, then prepare wayfinding signs for entrances, room changes and the exit.
- Send invitations early enough to process registrations and dietary requirements before ordering food. Print the visitor list after registrations close, rather than relying on handwritten additions at the door.
- Test power and attachment methods during setup, not on the opening morning. Check extension cords, power strips, coffee machines and glue guns in advance, and protect walls before hanging any projects.
Frequently asked questions
- How far in advance should you plan a school exhibition?
- Begin the main planning at least 6 weeks before the opening date. Fix the theme and spaces first, then allow time for collecting projects, invitations, registrations, captions and catering.
- How do you display children’s artwork at a school exhibition?
- Use presentation boards, tables or protected walls according to the size and condition of each piece. Photograph and register every project before hanging it, and check all name tags at least 3 days before opening.
- How much food and drink do you need for a school exhibition?
- Count confirmed visitors and staff after registrations close, then add a small buffer for walk-ins. For the first hour, plan roughly 2 to 3 drinks per person, with extra coffee, tea and water available throughout the event.
- When should you set up a school exhibition?
- Complete the room layout and bring the projects to school at least 1 day before opening when possible. Reserve the final setup period for hanging work, placing signs, testing power and checking the route rather than unpacking everything.
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