How to organise an art exhibition

Start by fixing the exhibition date and reserving a venue before contacting artists. Then build the plan around the artwork: confirm who is taking part, record every piece, and arrange transport, storage and installation. Invitations, opening hours and promotion should follow once the programme is clear. In the final week, check accessibility, labels, equipment, drinks and visitor information so the opening is not delayed by small missing details.

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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 exhibition date
2
Reserve venue
3
Invite artists
4
Confirm attendance
5
Inventory artworks
2 people
6
Plan transport of works
2 people
7
Design invitations
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Book catering
12
Compile program
13
Publish opening hours
14
Collect artist biographies
15
Prepare work lists
16
Design art labels
17
Post promotion online
18
Distribute posters
2 people
19
Create directions
20
Check accessibility
2 people
21
Collect the artworks
3 people
22
Check artworks
2 people
23
Store artworks temporarily
2 people
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Prepare catering
3 people
27
Clean the venue
2 people
28
Set out furniture
3 people
29
Set up exhibition walls
3 people
30
Place baseboards and easels
2 people
31
Install lighting
2 people
32
Hang artworks
3 people
33
Attach art labels
2 people
34
Place program and signs
2 people
35
Set up the reception table
2 people
36
Build the catering buffet
3 people
37
Set up the registration desk
2 people
38
Test the equipment
2 people
39
Conduct a safety check
2 people

Event

40
Welcome visitors
3 people
41
Register sign-ups
2 people
42
Serve welcome drinks
3 people
43
Handle the opening
2 people
44
Introduce the artists
45
Serve snacks
3 people
46
Answer visitor questions
2 people
47
Refill drinks
2 people
48
Restock the buffet
2 people
49
Guard the exhibition
2 people
50
Wave goodbye to visitors
2 people

Aftercare

51
Dismantle artworks
3 people
52
Return artwork
3 people
53
Put furniture back
3 people
54
Remove decorations
2 people
55
Wash dishes
2 people
56
Collect waste
2 people
57
Clean the venue
3 people
58
Clear away equipment
2 people
59
Store leftover catering
2 people
60
Return borrowed materials
2 people

What to bring

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

Furniture

Exhibition wallsqty 8
Skirting boardsqty 8
Tablesqty 6
Chairsqty 30
Reception desk
Clothing rack

Presentation

Works of artqty 30
Replacement framesqty 20
Pedestalsqty 4
Painting easelsqty 6
Art labelsqty 35
Program leafletsqty 100
Info boardsqty 6
Guest book
Clipboardsqty 3
Pen setsqty 4
Name stickersqty 100
Tapeqty 4
Double-sided tapeqty 4
Pencil setsqty 2
Measuring tapesqty 2
Wall hooksqty 50
Hanging wireqty 100
Protective coversqty 30

Equipment

Laptop
Monitor screen
Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 6
Cable traysqty 10

Lighting

LED spotlightsqty 12
Atmosphere lightsqty 6

Tableware

Wine glassesqty 60
Drinking glassesqty 60
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6
Water jugsqty 6

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Allow at least 4–6 weeks for invitations and promotion. Collect artist biographies, work lists and attendance confirmations before publishing the programme, so visitors do not receive incomplete information.
Inventory every artwork before it leaves the artist. Record its title, artist, dimensions, condition and frame, then check it again on arrival; keep replacement frames and protective covers available for unexpected damage.
Plan the room on paper before installation day. Measure wall space, mark positions with pencil, and prepare hooks, hanging wire, tape and labels before the artworks are brought in.
Confirm transport and temporary storage at least 7 days before the exhibition opens. Keep artworks covered, dry and clearly identified, rather than leaving them in an unplanned reception or working area.
Prepare visitor logistics 2–3 days before opening. Publish directions and opening hours, check accessible routes, test the laptop and monitor, and chill drinks only after the final guest and catering numbers are known.

Frequently asked questions

How early should I start organising an art exhibition?: Start 6–8 weeks before the opening date for a small exhibition. This gives you time to reserve the venue, invite artists, arrange transport, design invitations and correct the work list before printing labels.
When should I collect the artworks for an exhibition?: Collect them 2–5 days before the opening, depending on transport distance and installation time. Check each piece against the inventory immediately and keep it safely covered until it is installed.
How do I plan the layout of an art exhibition?: Measure the walls and available floor space at least 3 days before installation. Leave clear routes between works, reserve space for tables and the reception desk, and place labels where visitors can read them without blocking the artwork.
When should I send invitations to an art exhibition?: Send invitations 3–4 weeks before the opening and request attendance confirmations within 7 days. Finalise catering numbers and dietary requirements 3–5 days before the event.

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.