How to organise an exhibition evening without last-minute gaps

An exhibition evening needs more than displayed work and an invitation. Start by fixing the date, venue and theme, then build a reliable list of creators, projects and presentation needs. The practical work comes next: map the room, number the pieces, prepare captions, test equipment and arrange catering and furniture. This order prevents common problems such as missing files, unclear artwork labels, blocked access routes or refreshments arriving after guests do.

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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
Confirm date and location
2
Set the exhibition theme
2 people
3
Inventory participating creators
2 people
4
Collect job descriptions
2 people
5
Draft invitations
2 people
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Print the program
10
Check projects
3 people
11
Number the pieces
2 people
12
Create captions
2 people
13
Create a floor plan for the exhibition
2 people
14
Make catering reservation
15
Make furniture reservation
16
Test technical equipment
2 people
17
Collect presentation files
18
Design signage
19
Print Signage
20
Purchase catering supplies
2 people
21
Check the decoration supplies
22
Transport the pieces
3 people
23
Clean the venue beforehand
3 people
24
Check damage and accessibility
2 people
25
Bring materials to the halls
4 people
26
Set up tables
3 people
27
Set up chairs
3 people
28
Set up exhibition panels
4 people
29
Hang paintings
4 people
30
Set up objects securely
3 people
31
Hang up captions
2 people
32
Hang up floor plan
33
Adjust the lighting
2 people
34
Set up the presentation screen
2 people
35
Test presentation
2 people
36
Hang up decorations
3 people
37
Set up the reception table
2 people
38
Prepare visitor list
39
Prepare name stickers
40
Prepare coffee and tea
2 people
41
Chill drinks
2 people
42
Prepare snacks
4 people
43
Set up buffet
3 people
44
Clear the walkways
2 people
45
Conduct the final room check
2 people

Event

46
Welcome visitors
3 people
47
Register visitors
2 people
48
Hand out name stickers
49
Explain the route to the exhibition
2 people
50
Give the opening speech
51
Guide presentation
2 people
52
Serve snacks
3 people
53
Serve drinks
2 people
54
Refill drinks
2 people
55
Refill coffee and tea
2 people
56
Restock the buffet
2 people
57
Check the halls
2 people
58
Collect waste
2 people
59
Wash dishes
2 people
60
Wave goodbye to visitors
3 people

Aftercare

61
Finish build-out
4 people
62
Pack items safely
4 people
63
Switch off equipment
2 people
64
Remove decorations
3 people
65
Put furniture back
4 people
66
Clear up the rooms
4 people
67
Clean the tableware
2 people
68
Clean the floors
3 people
69
Dispose of waste
2 people
70
Collect lost and found items
71
Lock up the venue
2 people
72
Return rental items
2 people
73
Return artworks
3 people
74
Store leftover stock
2 people
75
Archiving the visitor list

What to bring

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

Furniture

Reception tablesqty 2
Buffet tablesqty 4
Seating chairsqty 80
High tablesqty 8
Display panelsqty 12
Pedestalsqty 8
Dressing tablesqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Dessert platesqty 120
Pastry forksqty 120
Teaspoonsqty 100
Serving traysqty 12
Serving tongsqty 8

Decorations

Tableclothsqty 10
Buntingqty 12
Vasesqty 12
Artificial flowersqty 24
Photo framesqty 10
Name badge holdersqty 20
Adhesive stripsqty 4
Clothespinsqty 100

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Cable tiesqty 50
Standsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving bowlsqty 12
Measuring cupsqty 2
Tea towelsqty 12

Lighting

LED spotlightsqty 12
Atmosphere lightsqty 10
LED light stringsqty 6

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6
Waste binsqty 8

Catering

Coffee and tea serving traysqty 4
Drink dispensersqty 3
Thermos bottlesqty 4
Ice cube traysqty 4
Groceries

Tips

Set the theme and confirm the venue before inviting creators. Allow at least two weeks to collect project descriptions, dietary requirements and presentation files, so the programme is based on confirmed information.
Create the floor plan before reserving furniture. Mark display panels, pedestals, reception and buffet tables, seating, high tables and cable routes; leave clear access through every exhibition area.
Number every piece and match it to a caption before transport day. Keep one master list with the creator, title, number and location, because unlabeled work is difficult to place once several pieces arrive together.
Test the laptop, projector, screen, speakers and microphone in the actual room at least one day before the event. Bring extension cords, power strips and cable ties, and secure cables before visitors enter.
Book catering and tableware against your registration count, then add a small buffer rather than guessing on the day. Check coffee cups, glasses, dessert plates, forks, teaspoons, trays and serving tongs before setup begins.

Frequently asked questions

How far in advance should I organise an exhibition evening?: Start at least 6 weeks before the evening. Use the first 2 weeks for the date, venue, theme and creator list, then leave the final 7 days for printing, equipment testing, transport and room checks.
How do I plan the layout for an exhibition evening?: Make a floor plan after you know how many pieces and presentation areas you have, ideally 2 to 3 weeks ahead. Place display panels and pedestals first, then add reception, buffet, seating and high tables without narrowing access routes.
When should I send invitations for an exhibition evening?: Send invitations 3 to 4 weeks before the event and set the registration deadline at least 7 days before it. That gives you time to process registrations, collect dietary requirements and adjust catering and seating.
How early should technical equipment be tested?: Test all equipment at least 24 hours before the exhibition evening, in the same room and with the files used during the programme. Repeat a short sound and projection check 60 minutes before guests arrive.

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.