How to organise an exhibition without last-minute chaos
Organising an exhibition starts with the date, venue and opening hours, but the visitor experience depends on the details that follow. Confirm artists early, collect their job descriptions and plan the layout before artwork arrives. Invitations, registrations and catering need their own deadlines, while equipment, lighting, walls and signage should be tested and placed before opening day. Use the plan below to keep deliveries, installation and hosting in the right order.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Confirm exhibition date
- 2
Reserve venue
- 3
Set opening hours
- 4
Create the exhibition layout
2 people
- 5
Confirm participating artists
- 6
Collect job descriptions
- 7
Draft invitations
- 8
Send invitations
2 people
- 9
Post promotion online
- 10
Hang posters
2 people
- 11
Process registrations
- 12
Collect dietary requirements
- 13
Order catering
- 14
Test the equipment
2 people
- 15
Check artworks
2 people
- 16
Prepare name badges
- 17
Print route signs
- 18
Do the shopping
2 people
- 19
Deliver artworks
3 people
- 20
Clean the venue
2 people
- 21
Set out furniture
3 people
- 22
Set up exhibition walls
3 people
- 23
Hang artworks
4 people
- 24
Set up objects securely
3 people
- 25
Place name tags
2 people
- 26
Adjust the lighting
2 people
- 27
Connect the sound system
2 people
- 28
Set up registration desk
2 people
- 29
Set up catering
3 people
- 30
Chill drinks
2 people
- 31
Conduct a safety check
2 people
- 32
Brief the opening team
3 people
Event
- 33
Welcome visitors
3 people
- 34
Explain the program
- 35
Give the opening speech
- 36
Guide tours
2 people
- 37
Serve catering
3 people
- 38
Refill drinks
2 people
- 39
Answer visitor questions
2 people
- 40
Register attendance
2 people
- 41
Tidy up the hall in between
2 people
- 42
Guard artworks
2 people
- 43
Inform last visitors
2 people
Aftercare
- 44
Dismantle artworks
4 people
- 45
Return artworks
3 people
- 46
Dismantle exhibition walls
3 people
- 47
Put furniture back
3 people
- 48
Wash dishes
2 people
- 49
Collect waste
2 people
- 50
Clean the venue
3 people
- 51
Inventory materials
2 people
- 52
Return borrowed materials
2 people
- 53
Remove decorations
2 people
- 54
Collect invoices and receipts
- 55
Send thank-you messages
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Exhibition wallsqty 8
- High tablesqty 6
- Chairsqty 30
- Registration desk
- Beer tablesqty 3
- Tableclothsqty 9
- Coat racksqty 2
- Bollardsqty 6
Equipment
- Laptop
- Projector
- Projection screen
- Speakersqty 2
- Microphone
- Extension cordsqty 6
- Power stripsqty 6
- Cable matsqty 8
Lighting
- Spotsqty 12
- Atmosphere lightsqty 6
Tableware
- Glassesqty 120
- Coffee cupsqty 60
- Platesqty 100
- Forksqty 100
- Knivesqty 60
- Spoonsqty 60
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 4
- Serving plattersqty 8
- Serving traysqty 6
- Pliersqty 6
Decorations
- Name badge holdersqty 30
- Photo framesqty 12
- Adhesive stripsqty 4
- Ornamental plantsqty 8
- Table décorqty 10
Cleaning
- Waste binsqty 6
- Vacuum cleaner
- Mop set
- Cleaning bucketsqty 2
- Microfiber clothsqty 12
- Toilet brushesqty 2
Catering
- Groceries
Tips
- Set the exhibition layout before delivery day. Mark the position of the exhibition walls, registration desk, high tables, chairs and coat racks so the installation team is not making floor-plan decisions while artworks are waiting.
- Give artists a firm deadline for confirming participation and submitting job descriptions. Leave at least 7 days between the final confirmation and sending invitations, so names and descriptions do not need correcting later.
- Schedule artwork delivery before the public opening, not on the same day. Keep enough time to check every piece, hang artworks, secure objects, attach name tags and adjust spots or atmosphere lights.
- Test the laptop, projector, projection screen, speakers and microphone together at least 24 hours before opening. Check extension cords, power strips and cable mats as part of the test, rather than discovering a connection problem during the event.
- Set a final catering and registration deadline several days ahead of the opening. Use the confirmed registrations and dietary requirements to order food, prepare name badges and plan glasses, cups, plates and serving equipment.
Frequently asked questions
- How far in advance should I organise an exhibition?
- Start at least 8 to 12 weeks before the opening. Confirm the date, reserve the venue and participating artists first; invitations and online promotion can follow once the essential information is fixed.
- When should artwork be delivered for an exhibition?
- Arrange delivery at least 1 day before the opening, preferably 2 days if the exhibition includes walls, projection or many objects. This leaves time to check condition, hang the work, secure objects and correct the layout.
- How much catering do I need for an exhibition opening?
- Base the order on confirmed registrations and add roughly 10% for late arrivals or extra portions. Finalise dietary requirements at least 5 days before the opening so the caterer and serving team can prepare accurately.
- When should I test exhibition equipment?
- Test all equipment at least 24 hours before visitors arrive, including the laptop, projector, speakers, microphone, lighting and power connections. Repeat a short check 1 hour before opening after everything has been moved into position.
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.
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