How to organise an anniversary photo exhibition

An anniversary photo exhibition needs two plans running together: the story told by the images and the practical flow of the opening. Start by securing a suitable venue, then set the exhibition theme, select the photographs and check consent before ordering prints or frames. After that, build the room layout, send invitations and collect registration details. The final week is for checking prints, captions, accessibility, catering, equipment and signage—not for making major creative decisions.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve venue
2
Book catering
3
Arrange exhibition insurance
4
Select photos
2 people
5
Check photo consent
6
Define the exhibition theme
2 people
7
Plan the room layout
2 people
8
Order photo prints
9
Order photo frames
10
Design invitation
11
Send invitations
2 people
12
Process registrations
13
Collect dietary requirements
14
Check accessibility
15
Prepare the opening program
16
Write photo captions
2 people
17
Prepare name badges
18
Send directions
19
Confirm registrations
20
Confirm catering details
21
Test the equipment
2 people
22
Check the shopping list
23
Do the shopping
2 people
24
Collect materials
2 people
25
Check photo prints
2 people
26
Fill photo frames
3 people
27
Print captions
28
Prepare the gift table
29
Prepare the reception desk
2 people
30
Build photo backdrops
4 people
31
Hang up photos
3 people
32
Add captions
2 people
33
Put up route signs
2 people
34
Set up tables
3 people
35
Set up chairs
2 people
36
Set table linen
2 people
37
Focus the light on the photos
2 people
38
Connect the sound system
2 people
39
Set up the music playlist
40
Chill drinks
2 people
41
Prepare coffee and tea
2 people
42
Display snacks
3 people
43
Set out tableware
2 people
44
Prepare the registration list
45
Set up the press room
2 people
46
Prepare the opening text
47
Check the entrance
2 people

Event

48
Welcome guests
3 people
49
Check off registrations
2 people
50
Take coats
2 people
51
Serve drinks
3 people
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Refill snacks
2 people
55
Give the opening speech
56
Lead a tour
2 people
57
Answer visitors' questions
2 people
58
Collect contact details
59
Have the guestbook signed
60
Take group photo
2 people
61
Take press photos
62
Empty trash bins
2 people
63
Check toilets
64
See off the last visitors
2 people

Aftercare

65
Clear away drinks
2 people
66
Collect tableware
3 people
67
Wash dishes
2 people
68
Clear tables and chairs
3 people
69
Carefully pack photos
3 people
70
Dismantle the exhibition walls
4 people
71
Switch off equipment
2 people
72
Collect cables
2 people
73
Dispose of waste
2 people
74
Clean the room
3 people
75
Clean the restrooms
2 people
76
Check borrowed items
2 people
77
Return rented materials
2 people
78
Store leftover catering
2 people
79
Remove decorations
2 people
80
Send thank-you messages

What to bring

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

Furniture

Exhibition panelsqty 12
Tablesqty 8
Chairsqty 24
High tablesqty 6
Stoolsqty 8
Coat racksqty 2
Coat hangersqty 90
Display casesqty 2
Cleaning trolleys

Tableware

Dessert platesqty 100
Coffee cupsqty 80
Wine glassesqty 100
Water glassesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving traysqty 8
Coffee thermosesqty 4

Decorations

Photo framesqty 60
Printed photosqty 60
Photo captionsqty 60
Welcome sign
Route signsqty 6
Tablecloth setsqty 8
Flower arrangementsqty 6
Guest book
Pen setsqty 3
Name badgesqty 100
Gift table sign
Photo holdersqty 12
Ribbonsqty 4

Equipment

Laptop
Printer
Label printer
Speakersqty 2
Microphone
Camera
Memory cardsqty 3
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 10
Cable tiesqty 50
Display standsqty 4

Lighting

Photo spotsqty 8
LED lightsqty 6
String lightsqty 4

Kitchen

Coolersqty 4
Thermos bottlesqty 4
Cutting boardsqty 3
Serving tongsqty 6
Bread knivesqty 2

Cleaning

Trash binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the theme and shortlist the photographs before ordering anything. Check photo consent at the same stage, because replacing an image after printing can affect both the layout and the budget.
Measure the venue and draw the layout before ordering panels, tables or frames. Leave clear routes between displays, allow space for coats and catering, and check that wheelchair users can reach the exhibition and seating.
Send invitations early enough to process registrations and dietary requirements before confirming catering. Send directions and registration confirmations separately, so guests have the practical information close to the event date.
Write captions while the image selection is still fresh, then proofread them against the final prints. Prepare name badges, the welcome board, route signs and the guest book before the opening day rather than during guest arrival.
Use the last few days for a physical walk-through: inspect every print, test the technology, check the shopping list and lay out serving items. Keep cleaning equipment, spare pens and fixing materials accessible for quick corrections during the exhibition.

Frequently asked questions

How far in advance should I organise an anniversary photo exhibition?: Allow at least 8 to 12 weeks for a small exhibition with a public opening. Book the venue first, then complete image selection, consent checks, printing, invitations and catering in that order.
When should I order the photo prints and frames?: Order them after the theme, image list and room layout are approved, ideally 4 to 6 weeks before the opening. Reserve time to inspect every print and correct damaged or incorrect copies.
How many drinks should I plan for the exhibition opening?: For the first hour, plan on two to three drinks per guest, including water. Confirm the final headcount and dietary requirements about 7 days beforehand so the caterer can adjust quantities.
What should I check one day before the photo exhibition?: Check the final prints, captions, frames, signage, name badges, guest book, technology and room access. Also confirm catering, accessibility and directions, and put all opening-program materials in one clearly labelled place.

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.