How to organise a school exhibition from start to finish

Start by fixing the exhibition theme, programme and venue before collecting detailed project information. Then build one working list of participants, artworks, display needs and dietary requirements, so nothing is still unclear when invitations go out. Allow time for captions, labels, route signs and technical checks—not just the room setup. In the final week, confirm registrations, catering quantities and equipment; on the day, bring the artworks in before arranging furniture and displays.

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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 theme and program
3 people
2
Inventory participants and artworks
2 people
3
Reserve the exhibition venue
4
Create the room setup plan
2 people
5
Design invitations
2 people
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Determine catering quantities
2 people
11
Order catering
12
Reserve technical supplies
13
Check projects
3 people
14
Label the projects
2 people
15
Write captions
3 people
16
Create a visitor map
2 people
17
Make route and hall signs
2 people
18
Print the program
2 people
19
Print the visitor list
20
Do the shopping
3 people
21
Bring artworks to the venue
4 people
22
Check venue and toilets
2 people
23
Set up tables and chairs
4 people
24
Set up exhibition panels
4 people
25
Place tablecloths
2 people
26
Sort pieces by theme
4 people
27
Hang projects
4 people
28
Place artwork on tables
3 people
29
Attach captions
3 people
30
Aim lighting at the exhibits
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 coffee and tea
2 people
36
Arrange snacks on platters
3 people
37
Prepare name stickers
38
Clear the safety route
2 people
39
Restock toilets
40
Brief reception team
3 people

Event

41
Open the doors
2 people
42
Register visitors
2 people
43
Hand out programs
44
Direct visitors to halls
2 people
45
Present the projects
4 people
46
Serve catering
3 people
47
Refill drinks
2 people
48
Refill snacks
2 people
49
Collect tableware
2 people
50
Empty trash bins
51
Guard the exhibition
2 people
52
Guide the photo moment
53
Answer visitor questions
2 people
54
Inform last visitors
2 people
55
See visitors out
2 people

Aftercare

56
Carefully remove the workpieces
4 people
57
Take down panels and decorations
4 people
58
Clean up catering
3 people
59
Wash dishes
2 people
60
Clear tables and chairs
4 people
61
Sort and remove waste
2 people
62
Clean the rooms
3 people
63
Clean the restrooms
2 people
64
Collect lost and found items
65
Count and pack materials
3 people
66
Return artworks
4 people
67
Return borrowed materials
2 people
68
Store leftovers
2 people

What to bring

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

Furniture

Tablesqty 18
Chairsqty 40
Exhibition panelsqty 12
Tableclothsqty 8
Stoolsqty 6

Presentation

Presentation boardsqty 20
Photo framesqty 30
Project display standsqty 20
Clipboardsqty 6
Notice boardsqty 6
Acrylic holdersqty 24
Jewelry standsqty 6
Sculpture basesqty 8
Display casesqty 2
Trays for labelsqty 6

Decorations

Buntingqty 8
Flagsqty 6
Artificial plantsqty 8
Decorative clothsqty 6
Vasesqty 10
LED candlesqty 20
Photo booth accessories

Lighting

LED spotlightsqty 8
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 20

Equipment

Laptopqty 2
Screensqty 2
Projector
Projection screen
HDMI cablesqty 3
USB sticksqty 3
Power banksqty 4

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 6
Measuring cupsqty 2
Water jugsqty 6

Registration

Registration table sign
Visitor badge holdersqty 100
Pensqty 20
Clipboardsqty 6
Name label sheetsqty 10

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning bucketsqty 3
Mopsqty 3
Vacuum cleaner
Broom setsqty 2
Microfiber clothsqty 12
Toilet brushesqty 2

Safety

Cable coversqty 12
Warning signsqty 4
Work glovesqty 8

Catering

Groceries

Tips

Set the theme, programme and room layout before designing invitations. Visitors need a clear route, and exhibitors need to know where their work will be shown before they register.
Create an artwork inventory as soon as projects are confirmed. Record the participant, title, display format and label text for every piece; this prevents last-minute searching when the exhibition is being installed.
Close registrations early enough to calculate catering and print materials. A practical deadline is 7 days before the exhibition, leaving time to collect dietary requirements, order food and print the visitor list and programme.
Schedule the installation in the right order: check the venue and toilets first, place tables and chairs, install panels and display furniture, then position artwork, labels, captions and signs. Keep a final 60-minute buffer for corrections.
Test every screen, projector, spotlight and extension connection before visitors arrive. Tape or cover cables, and keep a printed visitor map and programme available in case equipment or Wi-Fi fails.

Frequently asked questions

How far in advance should you plan a school exhibition?: Begin at least 8 weeks before the opening. Reserve the venue and set the programme first, then allow 3 to 4 weeks for registrations, artwork checks, captions, invitations and equipment bookings.
When should school exhibition registrations close?: Close registrations about 7 days before the event. This gives you enough time to confirm participants, collect dietary requirements, calculate catering and print the visitor list and programme.
How do you organise artwork for a school exhibition?: Make one inventory for all projects and assign each item a location before installation. Prepare labels and captions at least 3 days in advance, then check every piece against the inventory when it arrives at the venue.
What should you do on the day of a school exhibition?: Allow at least 3 hours for setup, depending on the number of rooms and projects. Check the venue first, arrange furniture and panels, install the displays and labels, test technical equipment, and keep 60 minutes for a final walkthrough.

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.