How to organise an art trail without losing track of the details

Start an art trail by fixing the route and confirming which artists and venues are taking part. Then build the visitor experience around accurate opening hours, clear artwork information and a map that works both online and on paper. The work usually becomes difficult when registrations, dietary requirements and venue details arrive late. Keep one central overview of artists, artworks, locations, contacts and deadlines, then assign a named person to each venue before installation day.

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
Record route and locations
2 people
2
Contact participating artists
2 people
3
Process artist registrations
2 people
4
Collect artists' contact details
5
Confirm opening hours with venues
2 people
6
Design route map
7
Have the route map printed
8
Send invitations
2 people
9
Publish the online event
10
Process registrations
11
Collect dietary requirements
12
Inventory artworks by location
2 people
13
Create title lists for artworks
2 people
14
Prepare information boards
15
Make staff name badges
16
Recruit volunteers
2 people
17
Assign volunteers by location
2 people
18
Confirm venue reservations
19
Make catering reservations
20
Check the shopping list
2 people
21
Distribute materials by location
2 people
22
Pack artworks safely
3 people
23
Take artworks to their locations
3 people
24
Make venues accessible
2 people
25
Do the shopping
2 people
26
Chill drinks
2 people
27
Prepare the coffee and tea station
2 people
28
Sort route signs
2 people
29
Prepare programs by location
2 people
30
Inform artists about reception

Event

31
Open venues
4 people
32
Unpack artwork
4 people
33
Place artworks
6 people
34
Hang information panels
3 people
35
Attach artwork labels
3 people
36
Place route signs
4 people
37
Set up tables and chairs
4 people
38
Check the lighting
2 people
39
Set up the reception desk
2 people
40
Set up visitor registration
2 people
41
Set up the catering buffet
3 people
42
Make coffee and tea
2 people
43
Brief volunteers
2 people
44
Receive participants
4 people
45
Welcome visitors
4 people
46
Hand out route maps
2 people
47
Explain the artworks
6 people
48
Guide tours
3 people
49
Support the workshop space
2 people
50
Answer visitor questions
3 people
51
Restock programs
2 people
52
Refill drinks
2 people
53
Serve snacks
3 people
54
Refill coffee and tea
2 people
55
Empty trash bins
2 people
56
Check toilets
2 people
57
Check route signs
2 people
58
Restock lighting
2 people
59
Guide visitors to the exit
2 people
60
Check out artists
2 people
61
Lock up venues
4 people

Aftercare

62
Pack artworks
4 people
63
Return artwork
3 people
64
Remove directional signs
3 people
65
Remove information boards
2 people
66
Dismantle furniture
4 people
67
Wash dishes
2 people
68
Clean the venues
4 people
69
Collect waste
2 people
70
Inventory materials
2 people
71
Store materials
2 people
72
Return borrowed materials
2 people
73
Clear away unused groceries
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 48
Reception desk
Coat racksqty 4
Stoolsqty 12
Parasolqty 4

Decorations

Directional signsqty 40
Directional signsqty 20
Information boardsqty 12
Artwork labelsqty 100
Photo framesqty 20
Tableclothsqty 12
Flower arrangementsqty 8
Name badgesqty 30
Name badgesqty 25

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 10
Power stripsqty 8
Laptopsqty 2
Tabletsqty 2
Printers
Power banksqty 4

Lighting

LED lampsqty 16
String lightsqty 8
Standing lampsqty 8
Flashlightsqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 50
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Pitchersqty 8
Thermos flasksqty 6
Serving bowlsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Storage binsqty 12
Pliersqty 6
Measuring cupsqty 4

Cleaning

Waste binsqty 8
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4
Dustpan and brushqty 4

Presentation

Pedestalsqty 12
Wall hooksqty 80
Adhesive stripsqty 12
Table easelsqty 30
Painter's canvasesqty 10
Work tablesqty 4
Apronsqty 20
Colored pencilsqty 20
Drawing paperqty 300
Pensqty 30

Catering

Groceries

Tips

Record every venue and artwork location before designing the route map. Confirm opening hours with each venue, including the final admission time, so visitors are not sent somewhere that has already closed.
Set an artist registration deadline at least 3 weeks before the trail. Use the same form to collect contact details, artwork titles, location information and any practical requirements, then check missing entries in one batch.
Prepare artwork labels, title lists and information boards before artworks are moved. Print visitor maps at least 7 days ahead and keep a digital version online for people who decide to attend at short notice.
Assign volunteers by location rather than leaving a general pool for the whole trail. Give each person a name badge, arrival time, contact number and instructions for access, visitor questions and reporting problems.
Pack and distribute materials by venue, not by item type. Check tables, chairs, signs, extension cords, power strips, lighting, cups and information materials against each location before transporting artworks.

Frequently asked questions

How far in advance should you organise an art trail?: Begin planning at least 8 to 12 weeks before the opening day. Aim to confirm artists and venues 6 weeks ahead, close registrations about 3 weeks ahead and finish printing and volunteer assignments during the final week.
How do you plan an art trail route?: List every venue and its opening hours, then group nearby locations into a route that can be followed without unnecessary backtracking. Test the route on foot at least 2 weeks before the event and allow time for accessibility and slower visitors.
When should artwork labels and information boards be prepared?: Prepare the first complete version 2 to 3 weeks before the trail, after artist details and title lists have been checked. Print final labels and boards no later than 3 days before installation so errors can still be corrected.
How many volunteers do you need for an art trail?: Plan at least 1 volunteer for each busy venue during opening hours, plus 1 floating coordinator for every 5 to 8 locations. Confirm shifts 1 to 2 weeks beforehand and give volunteers written venue instructions before their first shift.

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.