How to organise an art trail from start to finish

An art trail works best when the route, venues and visitor information are settled before you promote the event. Start by defining the route concept, then confirm participating artists, exhibition spaces and opening hours. After that, build the programme and map, publish clear information, and schedule the practical work: transport, equipment, volunteers, keys and signage. This plan helps you keep those dependencies visible and avoid last-minute gaps between artists, venues and visitors.

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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 the route concept
2 people
2
Contact participating artists
2 people
3
Inventory exhibition venues
2 people
4
Confirm locations and opening hours
2 people
5
Collect participant details
6
Register artworks and titles
2 people
7
Design route map
2 people
8
Compile program
2 people
9
Publish website information
10
Draft a press release
11
Send press release
12
Send invitations
2 people
13
Process registrations
14
Collect dietary requirements
15
Book tours
16
Order print materials
17
Assign volunteers
2 people
18
Collect venue keys
19
Plan art transport
2 people
20
Check technical requirements
2 people
21
Check the signage
22
Pick up printed materials
23
Send artist letter
24
Do the shopping
2 people
25
Distribute materials by location
3 people
26
Deliver artworks
4 people
27
Clean exhibition spaces
4 people
28
Hang artworks
6 people
29
Place objects safely
4 people
30
Place work instructions
3 people
31
Set up reception tables
3 people
32
Put up route signs
4 people
33
Apply window stickers
2 people
34
Test the lighting
2 people
35
Test audiovisual equipment
2 people
36
Set up registration desk
2 people
37
Set up coffee station
2 people
38
Chill drinks
2 people
39
Lay out program brochures
2 people
40
Give volunteer briefing
3 people
41
Clear emergency exits
2 people
42
Check toilets
43
Prepare catering
3 people

Event

44
Open registration
3 people
45
Welcome visitors
4 people
46
Hand out route maps
3 people
47
Welcome the artists
2 people
48
Guide tours
3 people
49
Guide visitor flow
4 people
50
Answer information questions
2 people
51
Assist artists
2 people
52
Serve coffee and tea
3 people
53
Serve snacks
3 people
54
Refill drinks
2 people
55
Collect tableware
2 people
56
Empty trash bins
2 people
57
Check route signs
2 people
58
Turn on evening lighting
2 people
59
Announce program items
60
Guide visitors to the exit
3 people
61
See off the last visitors
2 people

Aftercare

62
Dismantle artworks
6 people
63
Pack artworks
4 people
64
Return artwork
4 people
65
Remove decorations
3 people
66
Remove route signs
3 people
67
Put furniture back
4 people
68
Wash dishes
3 people
69
Clean the venues
5 people
70
Dispose of waste
2 people
71
Return borrowed materials
2 people
72
Clear away leftover catering
2 people

What to bring

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

Furniture

Reception tablesqty 8
High tablesqty 10
Chairsqty 80
Stoolsqty 20
Tableclothsqty 12
Clothes racksqty 6
Pedestal Blocksqty 20
Presentation boardsqty 24
Bollardsqty 20

Equipment

Cash register tabletsqty 2
Card machinesqty 2
Extension cordsqty 12
Power stripsqty 10
Audio-visual playersqty 6
Laptopsqty 3
Tabletsqty 4
Walkie-talkiesqty 8
Charging stationsqty 4

Lighting

LED lampsqty 16
String lightsqty 8
Battery lanternsqty 12
Spare batteriesqty 48

Decorations

Route signsqty 30
Directional signsqty 40
Window stickersqty 20
Artist signsqty 40
Work instructionsqty 120
Photo framesqty 12
Adhesive stripsqty 6
Painter's tapeqty 10
Ropeqty 4
Cable tiesqty 200

Tableware

Reusable cupsqty 150
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 8
Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Storage boxesqty 12

Catering

Groceries

Cleaning

Bucketsqty 6
Mopsqty 6
Broomsqty 6
Dustpan and brushqty 6
Waste binsqty 16
Waste binsqty 6
Rubber glovesqty 12

Paperwork

Route mapsqty 1200
Program leafletsqty 800
Name stickersqty 250
Registration formsqty 300
Pensqty 40
Clipboardsqty 12
Notepadsqty 12

Tools

Cordless drill driversqty 3
Screwdriversqty 6
Hammersqty 4
Spirit levelsqty 3
Screw assortmentqty 3
Hanging hooksqty 150
Work glovesqty 12

Transport

Transport cartsqty 4
Moving blanketsqty 30
Moving boxesqty 80
Bubble wrapqty 4
Packing tapeqty 12
Cling filmqty 4

Tips

Set the route before contacting everyone else. List each venue, its opening hours and the walking or driving connection to the next stop; this gives artists a clear proposal and lets you spot gaps early.
Collect artist and artwork information in one place, including names, titles, display needs and contact details. Set a firm submission deadline at least 2 weeks before printing maps, programmes and artist signs.
Test every venue at least 7 days before opening. Check power, lighting, audio-visual equipment, extension cords, payment devices and display furniture rather than assuming that a venue’s existing setup will work.
Plan visitor flow, not just exhibition content. Put route signs and directional signs at decision points, prepare window and artist stickers, and walk the route once from a visitor’s perspective before the event.
Give volunteers location-specific instructions and supplies. Assign keys, contact numbers, work instructions and materials by venue, and schedule a final signage and transport check no later than the day before opening.

Frequently asked questions

How far in advance should I organise an art trail?: Start planning at least 12 weeks before the opening date. Use the first 3 to 4 weeks for the route, venues and artist confirmations, then leave at least 2 weeks for promotion, printing and final logistics.
When should I confirm artists and exhibition venues?: Confirm both before publishing the public programme. Aim to have artist participation, venue opening hours and artwork details locked 6 to 8 weeks before the event so the route map and website information remain accurate.
How many volunteers do I need for an art trail?: Plan at least 1 volunteer per staffed venue or busy visitor point during opening hours, plus 1 roaming coordinator for every 5 to 8 locations. Add a named backup for each shift and distribute instructions at least 7 days beforehand.
When should I put up art trail signs?: Install permanent signs and window stickers 1 day before opening, after checking the complete route. Place temporary directional signs on the morning of the event and inspect them again after the first hour, when signs are most likely to be moved or overlooked.

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.