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

Organising an art exhibition is mostly a matter of locking decisions in the right order. Start with the venue, artists and insurance before you announce anything, then build the programme, visitor information and room layout around the confirmed works. Artwork transport, condition checks and installation need more time than most organisers expect. On the final day, focus on lighting, labels, reception, refreshments and a short briefing so visitors can move through the exhibition without confusion.

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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 the venue and hall
2
Confirm artists and works
2 people
3
Checking exhibition insurance
4
Draft invitations
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Publish program and opening hours
9
Check artwork list
2 people
10
Plan the room layout
2 people
11
Create work labels and price lists
12
Create route and house rules signs
13
Purchase catering and drinks
2 people
14
Transport Artwork Safely
3 people
15
Check the artworks for condition
2 people
16
Clean the room
2 people
17
Hang artworks
3 people
18
Place sculptures and pedestals
3 people
19
Aim lights at artwork
2 people
20
Place labels and directional signs
2 people
21
Set up reception and coat check table
2 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Set out coffee and tea
2 people
25
Briefing for reception team

Event

26
Welcome and register visitors
3 people
27
Manage the cloakroom
28
Guide artists and invitees
2 people
29
Give the opening speech
2 people
30
Guide tours
2 people
31
Serve snacks and drinks
3 people
32
Restock drinks and snacks
2 people
33
Check gallery space
2 people
34
Wave goodbye to visitors
2 people

Aftercare

35
Pack artworks safely
3 people
36
Return artwork
3 people
37
Dismantle furniture
2 people
38
Remove decorations and signage
2 people
39
Clean tableware and equipment
2 people
40
Collect and remove waste
2 people
41
Clean the hall and restrooms
2 people
42
Return borrowed materials
2 people

What to bring

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

Furniture

Reception tablesqty 2
Tall cocktail tablesqty 6
Chairsqty 24
Coat racksqty 2
Pedestalsqty 8
Bollardsqty 6

Equipment

Laptop
Printer
Payment terminal
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 6
Power stripsqty 6

Lighting

LED spotlightsqty 12
Mood lightingqty 4

Decorations

Framed information panelsqty 6
Tableclothsqty 8
Artificial flower arrangementsqty 6
Name card holdersqty 10
Cloakroom numbersqty 100

Art supplies

Hanging railsqty 20
Hanging hooksqty 40
Steel cablesqty 40
Wall plugsqty 50
Screwsqty 100
Bubble wrapqty 2
Moving blanketsqty 12
Work glovesqty 6
Measuring tapesqty 2
Spirit levelsqty 2
Cordless drill driversqty 2
Painter's tapeqty 6
Cable tiesqty 100

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 60
Small platesqty 60
Cake platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 12
Carafesqty 8

Catering

Groceries
Coolers with ice packsqty 3
Drink dispensersqty 4
Thermos flasksqty 6
Bottle openersqty 4

Registration

Guest book
Pensqty 12
Name stickersqty 100
Cloakroom ticketsqty 100
QR code cardsqty 20

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broom and dustpanqty 2
Sanitary glovesqty 4

Safety

Non-slip matsqty 4
Cable traysqty 10
Warning signsqty 4

Tips

Reserve the venue and hall before confirming the opening date publicly. Allow at least 2–3 weeks between the final artwork list and the exhibition opening so you can plan wall positions, pedestals, labels and lighting.
Confirm each artist, artwork, delivery method and insurance requirement in writing. Check every piece on arrival and photograph its condition before hanging or placing it, especially after transport in bubble wrap and moving blankets.
Create the visitor information before invitations go out: opening hours, programme, registration details, house rules and a clear route through the room. Print work labels and price lists only after the artwork list is final.
Plan installation in a measured sequence: clean the room, mark positions, install hanging rails or hooks, place sculptures and pedestals, then aim the LED spotlights. Keep extension cords and power strips away from visitor routes and entrances.
Prepare reception for the busiest first hour, not the average visit. Set up the reception and coat-check tables, payment terminal, cloakroom numbers, coffee and tea, chilled drinks and snacks before the briefing; give the reception team one printed sheet with opening hours, registration instructions and key house rules.

Frequently asked questions

How far in advance should I organise an art exhibition?: Start at least 8–12 weeks before the opening. Use the first weeks to reserve the venue, confirm artists, arrange insurance and build the artwork list; leave the final 2 weeks for invitations, transport, labels and installation.
When should artwork insurance be checked for an exhibition?: Check insurance before artworks are transported, ideally 4–6 weeks before opening. Confirm whether cover includes transit, storage, installation and the full exhibition period, and keep the written confirmation with the artwork records.
How long does it take to install an art exhibition?: Allow at least one full day for a small exhibition and 2 days for a larger room with many works or sculptures. Schedule cleaning and layout marking first, then hanging, placement, labels, directional signs and lighting; leave several hours for corrections.
How much food and drink do I need for an exhibition opening?: For the first hour, plan around 2–3 drinks per guest, then adjust for the length of the event. Provide small snacks for the expected attendance and prepare coffee and tea before guests arrive; buy or chill supplies no later than the day before.

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.