How to organise an art exhibition from first booking to opening night

Start by fixing the exhibition space and date, then build the plan around the artworks rather than the other way around. Invite artists early and collect their details, descriptions and prices before designing the exhibition map or publicity. The final week is for receiving and registering artworks, checking insurance and technical arrangements, cleaning the hall and preparing the layout. Leave enough time for transport, hanging and last-minute label changes before visitors arrive.

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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
Reserve exhibition space
2
Confirm exhibition date
3
Invite artists
4
Inventory artworks
2 people
5
Collect artist details
6
Collect job descriptions
7
Collect pricing information
8
Create exhibition map
2 people
9
Design invitations
10
Send invitations
11
Write publicity text
12
Publish the exhibition online
13
Distribute local publicity
2 people
14
Process registrations
15
Collect dietary requirements
16
Book catering
17
Coordinate art transport
2 people
18
Confirm opening speaker
19
Check insurance arrangements
20
Check the technical room
2 people
21
Receive artworks
3 people
22
Register artworks
2 people
23
Thoroughly clean the hall
3 people
24
Measure walls and hanging points
2 people
25
Hang artworks
4 people
26
Place sculptures
3 people
27
Attach captions
2 people
28
Hang up route signs
2 people
29
Adjust the lighting
2 people
30
Set up information table
2 people
31
Set up catering
3 people
32
Prepare coffee and tea
2 people
33
Chill drinks
2 people
34
Set up the registration table
2 people
35
Prepare name stickers
36
Carry out a safety check
2 people

Event

37
Open the doors
2 people
38
Welcome visitors
2 people
39
Register sign-ups
2 people
40
Inform visitors
2 people
41
Give the opening speech
42
Introduce the artists
43
Serve snacks
3 people
44
Refill drinks
2 people
45
Refill coffee and tea
46
Check gallery space
2 people
47
Remove waste regularly
48
Update sales information
49
Inform last visitors
2 people
50
Wave goodbye to visitors
2 people

Aftercare

51
Secure the artworks
2 people
52
Clean up catering
3 people
53
Wash dishes
2 people
54
Put furniture back
3 people
55
Dismantle artwork
4 people
56
Pack artworks
3 people
57
Return artwork
3 people
58
Clean the room
3 people
59
Dispose of all waste
2 people
60
Return borrowed items
2 people
61
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
High tablesqty 6
Stoolsqty 12
Tableclothsqty 6
Divider panelsqty 4

Presentation

Exhibition wallsqty 8
Pedestalsqty 6
Display casesqty 3
Hanging railsqty 12
Picture hooksqty 40
Steel cablesqty 40
Wall plugsqty 40
Screwsqty 40
Table easelsqty 10
Artwork labelsqty 40
Information boardsqty 8
Signage boardsqty 10
Artist cardsqty 40
Price listsqty 10
Protective filmqty 2

Equipment

LED spotlightsqty 16
Extension cordsqty 8
Power stripsqty 8
Cable rampsqty 6
Cordless drill driversqty 2
Spirit levelsqty 2
Laddersqty 2
Hand trucksqty 2
Presentation screen
Laptop
Microphone
Microphone stand

Tableware

Glassesqty 100
Coffee cupsqty 60
Platesqty 60
Dessert platesqty 100
Forksqty 100
Serving spoonsqty 8
Serving plattersqty 12
Carafesqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Serving traysqty 6
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Pliersqty 6
Measuring cupsqty 2

Registration

Registration formsqty 100
Name stickersqty 100
Ballpoint pensqty 20
Visitor bookqty 2
Clipboardsqty 4
Cash box
Cash float tray
Payment terminal

Decorations

Flower arrangementsqty 6
Table décorqty 6
White paperqty 2
Black markersqty 10
Double-sided tapeqty 4
Painter's tapeqty 6

Lighting

String lightsqty 4
Spare bulbsqty 10

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Toilet brushesqty 2

Transport

Moving blanketsqty 20
Bubble wrapqty 2
Moving boxesqty 20
Ratchet strapsqty 8
Labelsqty 100

Catering

Groceries

Tips

Set the artist and artwork deadline at least 4 weeks before the opening. Use the final inventory to prepare labels, artist cards, price lists and the exhibition map instead of chasing missing information during installation.
Measure every wall, hanging point and display area before assigning work. Check the measurements against the actual artwork sizes, including frames, so you do not discover that a piece cannot fit after transport.
Treat publicity and registrations as separate deadlines. Publish the exhibition online and send invitations several weeks ahead, then confirm registrations and dietary requirements before booking catering.
Schedule artwork transport with a receiving window, not just a delivery date. Someone should be available to check each piece, register its condition and place it safely before the hall is ready for hanging.
Test lighting, presentation equipment and cable routes before the installation day. Position LED spotlights, extension cords and cable ramps first, then use the clean hall for artworks, labels and visitor signage.

Frequently asked questions

How long does it take to organise an art exhibition?: Allow at least 8 weeks for a small exhibition and longer if several artists or complex transport arrangements are involved. The last 7 days should be reserved for receiving artworks, cleaning, installation and final checks.
When should I invite artists for an exhibition?: Invite artists at least 6 to 8 weeks before the opening. Set a firm deadline for artwork details, descriptions and prices no later than 4 weeks before the event so labels and publicity can be completed.
When should artworks arrive at the exhibition venue?: Arrange delivery 1 to 3 days before opening, depending on the number of pieces and the installation time available. Register each artwork on arrival and check for damage before hanging it.
How much time is needed to hang an art exhibition?: Reserve at least one full day for a small exhibition and 2 days for a larger one. Add time for measuring, levelling, lighting, labels and corrections to the exhibition map; rushing these steps usually causes avoidable rework.

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.