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

Organising an art exhibition starts with the artists and venue, but the difficult work is turning a list of works into a safe, coherent visitor route. Confirm the date, participating artists and loan terms before ordering printed materials or promotion. Then plan the floor layout, artwork transport, insurance, labels and opening programme in that order. Leave the final day for installation checks, payment testing and visitor information—not last-minute decisions about what goes where.

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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
Select artists and works
2 people
2
Confirm participating artists
3
Set the venue and date
2 people
4
Develop the exhibition plan
2 people
5
Create a floor plan for the works
2 people
6
Collect biographies
7
Collect artwork details and prices
8
Arrange transport of artworks
2 people
9
Sign loan agreements
2 people
10
Confirm insurance coverage
11
Write promotional copy
12
Design invitations
13
Send invitations
2 people
14
Process registrations
15
Collect dietary requirements
16
Publish opening time online
17
Write the opening text
18
Confirm opening by speaker
19
Have printed materials made
20
Prepare work labels
2 people
21
Make route and hall signs
22
Make reservations
23
Check the shopping list
2 people
24
Place catering order
25
Prepare payment options
2 people
26
Inform artists about setup
27
Do the shopping
2 people
28
Receive the works and materials
3 people
29
Check artwork for damage
2 people
30
Register performances
2 people
31
Set up tables and chairs
3 people
32
Set up display walls and pedestals
3 people
33
Hang artworks
4 people
34
Hang work labels
2 people
35
Adjust the lighting
2 people
36
Mark the entrance and route
2 people
37
Set out catalogs and flyers
2 people
38
Chill drinks
2 people
39
Prepare snacks
3 people
40
Set up the coffee and tea station
2 people
41
Set up registration desk
2 people
42
Set up the sales table
2 people
43
Check the halls and toilets
2 people

Event

44
Welcome visitors
2 people
45
Register visitors
2 people
46
Introduce the artists and works
2 people
47
Serve coffee and tea
2 people
48
Serve wine and juice
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Collect tableware
2 people
52
Guard the rooms and artwork
2 people
53
Record sales and payments
2 people
54
Lead the opening speech
2 people
55
Take photos of the exhibition
56
Inform last visitors
2 people

Aftercare

57
Secure the cash register and documents
2 people
58
Carefully pack the artworks
4 people
59
Hand over work to artists
3 people
60
Return borrowed materials
2 people
61
Dismantle furniture
3 people
62
Remove decorations and signage
2 people
63
Wash dishes and glassware
2 people
64
Collect and remove waste
2 people
65
Clean the rooms
3 people
66
Clean the restrooms
2 people
67
Count and store stock
2 people
68
Record sales data
69
Secure the sales proceeds
2 people
70
Archive photos and documents
71
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Pedestalsqty 8
Exhibition wallsqty 6
Coat racksqty 2

Presentation

Photo framesqty 30
Hanging railsqty 12
Hanging hooksqty 60
Steel cablesqty 60
Work labelsqty 40
Information boardsqty 6
Catalog holdersqty 4
Visitor book
Pensqty 12
Poster puttyqty 4
Double-sided tapeqty 4
Measuring tapeqty 2
Spirit levelqty 2
Hammerqty 2
Screwdriver setqty 2
Pliersqty 2
Moving blanketsqty 20
Bubble wrapqty 2
Moving boxesqty 20

Equipment

Payment terminal
Tabletqty 2
Chargersqty 4
Extension cordsqty 6
Power stripsqty 6
Mobile phoneqty 2

Lighting

LED spotlightsqty 12
Atmosphere lightsqty 6
Spare batteriesqty 24

Tableware

Wine glassesqty 50
Water glassesqty 50
Coffee cupsqty 30
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 2
Kitchen knivesqty 2
Serving tongsqty 6
Pitcherqty 4
Dishpanqty 2

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Photo holderqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Spongesqty 6
Rubber glovesqty 6

Catering

Groceries

Tips

Confirm artists, works, prices and biographies before designing invitations or a catalogue. Artwork details often arrive late, so set a written deadline at least 3 weeks before the opening.
Measure the venue before creating the floor plan. Mark walls, entrances, power points and display furniture, then leave clear routes rather than filling every available section of wall.
Arrange transport and loan agreements before the installation week. Use moving blankets, bubble wrap and suitable boxes, and keep a written record of each work’s condition when it arrives.
Check insurance coverage and handling responsibilities before any artwork moves. Confirm who is covered during transport, installation and display, rather than assuming the venue’s policy includes everything.
Prepare the visitor experience at least 48 hours before opening: install labels and signs, test the payment terminal and tablet, charge devices, and place the visitor book and pens where guests can find them.

Frequently asked questions

How far in advance should you organise an art exhibition?: Allow at least 8 to 12 weeks for a small exhibition, and longer if several artists or fragile works are involved. Use the first 2 weeks to confirm the venue, date, artists and exhibition plan before moving on to promotion and logistics.
When should artwork transport be arranged for an exhibition?: Book transport at least 2 to 3 weeks before installation, once the works, dimensions and addresses are confirmed. Ask for arrival times and keep a condition record for every piece when it is delivered.
What information should art exhibition labels include?: Prepare labels with the artist’s name, artwork title, year, materials and price where applicable. Finalise them at least 7 days before opening so they can be printed, checked and installed without rushing.
How do you prepare for the opening of an art exhibition?: Finish installation and test visitor systems at least 24 hours before opening. Check the route, lighting, labels, signs, payment options, opening text, speaker arrangements and catering, then keep the opening day for small corrections only.

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.