How to organise an artist presentation

An artist presentation has several moving parts: the programme, the artist, the artworks, the presentation technology and the guest experience. Start by fixing the date, venue layout and speakers, then work towards invitations, registrations and catering. In the final week, focus on labels, presentation files, transport and technical testing. This order prevents common delays, especially when artwork, equipment and printed materials depend on one another.

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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 date and program
2 people
2
Confirm the venue and room layout
2 people
3
Confirm artist and presenter
2 people
4
Draft invitations
2 people
5
Send invitations
2 people
6
Prepare promotional images
2 people
7
Publish promotion online
2 people
8
Process registrations
9
Collect dietary requirements
10
Calculate catering quantities
2 people
11
Reserve technical supplies
2 people
12
Produce printed materials and name badges
2 people
13
Check artworks and labels
2 people
14
Collect presentation files
2 people
15
Test presentation files
2 people
16
Place catering order
17
Print artist statements
2 people
18
Share route directions
19
Do the shopping
2 people
20
Collect equipment and materials
2 people
21
Transport Artwork Safely
3 people
22
Open venue
2 people
23
Receive deliveries
2 people
24
Clear the hall
3 people
25
Set up tables and chairs
3 people
26
Unpack artwork
3 people
27
Hang artworks
3 people
28
Place objects safely
2 people
29
Attach work labels
2 people
30
Hang the artist text
2 people
31
Set up information table
2 people
32
Set up the entrance and coat check
2 people
33
Set up the registration table
2 people
34
Connect the technical equipment
2 people
35
Test microphone and sound
2 people
36
Test projection and presentation
2 people
37
Aim lighting at the artwork
2 people
38
Chill drinks
2 people
39
Prepare snacks
3 people
40
Set out coffee and tea
2 people
41
Go over the program
3 people
42
Give the team briefing
4 people

Event

43
Staff the entrance
2 people
44
Register guests
2 people
45
Welcome guests
2 people
46
Hand out information materials
47
Lead a tour
2 people
48
Serve drinks
3 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Refill snacks
2 people
52
Announce the presentation
53
Host the artist presentation
3 people
54
Moderate the Q&A
2 people
55
Manage microphone
56
Operate presentation images
57
Guide Guests to the Drinks Reception
2 people
58
Serve snacks
3 people
59
Refill coffee and tea
60
Answer visitor questions
2 people
61
Provide sales information
62
Check toilets
63
Empty trash bins
64
Say goodbye to visitors
2 people

Aftercare

65
Close the cash register and donations
2 people
66
Check artworks
2 people
67
Switch off the equipment
2 people
68
Collect tableware
2 people
69
Chill leftover catering
2 people
70
Clear tables and chairs
3 people
71
Dismantle artworks
3 people
72
Pack artworks
3 people
73
Return artwork
2 people
74
Wash dishes
2 people
75
Sort and remove waste
2 people
76
Clean the room
3 people
77
Clean the restrooms
2 people
78
Return equipment
2 people
79
Remove decorations
2 people
80
Handle the deposit and keys
81
Return borrowed materials
2 people
82
Send participant thank-yous
83
Archive photos and files

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Stoolsqty 6
Coat racksqty 2
Clothes hangersqty 80
Bollardsqty 6

Tableware

Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cake platesqty 80
Forksqty 80
Knivesqty 40
Spoonsqty 80
Serving spoonsqty 8
Serving traysqty 8
Small bowlsqty 12
Carafesqty 8

Equipment

Projector
Projection screen
Laptop
Microphonesqty 2
Speakersqty 2
Mixer
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB-C adaptersqty 2
Presentation clicker
Cable matsqty 8

Lighting

Spotlightsqty 8
Atmosphere lightsqty 6
LED lampsqty 10

Decorations

Plantsqty 8
Tableclothsqty 8
Photo framesqty 6
Decorative vasesqty 4
Flower arrangementsqty 4
Directional signsqty 8
Adhesive hooksqty 30
Picture hooksqty 40
Fishing lineqty 2
White glovesqty 12
Artwork labelsqty 40
Information boardsqty 6
Program bookletsqty 80
Name badgesqty 20
Pensqty 12
Guest book

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cubesqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 6
Measuring cupsqty 2
Storage binsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Cleaning glovesqty 6
Hand soap dispensersqty 3
Paper towel dispensersqty 3

Catering

Groceries

Tips

Set the date and programme before inviting anyone. Confirm the artist, presenter, room layout and expected duration first, because these details determine the invitation wording, seating and technical setup.
Give registrations a clear closing point, ideally 3–5 days before the presentation. Use the final number to calculate catering, name badges, chairs, glasses and dietary requirements instead of guessing.
Collect presentation files at least 48 hours in advance and test them on the actual laptop, projector, screen and adapters. Open every video, image and slide deck, and keep a backup copy on a USB drive.
Check artworks, labels and artist statements before transport day. Photograph fragile pieces, pack them securely and allow at least 30 minutes for safe unloading and placement rather than moving everything during guest arrival.
Build the event-day schedule backwards from the opening time. Allow 60–90 minutes to set tables and chairs, check microphones and speakers, receive deliveries, place labels and run a short presentation rehearsal.

Frequently asked questions

How far in advance should I plan an artist presentation?: Start 6–8 weeks ahead if invitations, artwork transport and technical equipment are involved. Confirm the venue, artist and programme first, then send invitations once the essential details are fixed.
When should invitations for an artist presentation be sent?: Send the first invitation 3–4 weeks before the event, with a registration deadline 3–5 days before it. Send directions and any final practical information 2–3 days before the presentation.
How much catering do I need for an artist presentation?: Base the order on confirmed registrations, then add around 10% for late arrivals and last-minute guests. For a reception lasting one hour, plan roughly 2–3 drinks per guest, plus water, coffee and a small amount of food.
How early should I test the presentation equipment?: Collect the presentation files at least 48 hours before the event and test them once in advance. On the day, run a second check 60–90 minutes before opening, including microphones, speakers, cables, adapters and the clicker.

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.