How to organise an exhibition opening

An exhibition opening needs two plans running together: the artwork installation and the guest experience. Start by fixing the date, programme and venue hours, then work backwards from the opening time for invitations, catering, registrations and press outreach. In the final week, confirm the guest list, labels, sales information and speakers. On the day, leave enough time to clear the room, hang and position the work, test the microphone and set out drinks without rushing the last checks.

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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
Determine artworks and room layout
2 people
3
Confirm opening hours with the venue
4
Reserve catering and drinks
5
Draft invitations
6
Send invitations
7
Open the registration form
8
Contact the press and invitees
9
Process registrations
10
Collect dietary requirements
11
Create final guest list
12
Prepare name badges
2 people
13
Create program and directional signs
14
Check artwork labels
2 people
15
Print pricing and sales information
16
Confirm speakers and opening remarks
17
Assemble the music playlist
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Buy fresh snacks
2 people
21
Transport artworks safely
3 people
22
Clear the room completely
2 people
23
Check exhibition walls
2 people
24
Hang artworks
3 people
25
Place sculptures and objects
3 people
26
Hang artwork labels
2 people
27
Aim lights at artwork
2 people
28
Set up tables and chairs
3 people
29
Set up the reception desk
2 people
30
Set up the catering buffet
3 people
31
Chill drinks
2 people
32
Set up coffee and tea station
2 people
33
Test sound equipment
2 people
34
Set background music
35
Check toilet and public areas
2 people
36
Clear emergency exits
2 people
37
Give the team briefing
4 people

Event

38
Welcome guests
3 people
39
Check off registrations
2 people
40
Distribute program
2 people
41
Manage the cloakroom
2 people
42
Guide guests to the exhibition
2 people
43
Serve snacks
3 people
44
Serve drinks
3 people
45
Announce the opening speech
46
Give the opening speech
2 people
47
Answer visitors' questions
2 people
48
Refill drinks
2 people
49
Refill snacks
2 people
50
Refill coffee and tea
51
Empty trash bins
2 people
52
Clear tables during the event
2 people
53
Provide sales information
54
Guide visitors to the exit
2 people
55
Issue the cloakroom
2 people
56
Wrap up music and reception

Aftercare

57
Pack catering leftovers safely
2 people
58
Check artworks
2 people
59
Cover artworks
3 people
60
Remove decorations
2 people
61
Clear tables and chairs
3 people
62
Wash dishes
2 people
63
Switch off equipment
2 people
64
Collect and remove waste
2 people
65
Clean the room
3 people
66
Clean the restrooms
2 people
67
Put artworks back
3 people
68
Inventory materials
69
Return borrowed materials
2 people
70
Store leftover groceries
71
Register lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Stoolsqty 12
Coat racksqty 2
Clothes hangersqty 120
Bollardsqty 8

Tableware

Glassesqty 120
Wine glassesqty 100
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Ice cube traysqty 4

Equipment

Wireless speakerqty 2
Wireless microphone
Extension cordsqty 6
Power stripsqty 6
Ladderqty 2
Tool casesqty 2
Measuring tapesqty 2
Wire cuttersqty 2

Decorations

Tableclothsqty 8
Adhesive stripsqty 4
Picture hooksqty 40
Plant decorationsqty 12
Information boardsqty 8
Photo frame standsqty 12

Lighting

LED spotlightsqty 12
Atmosphere lightsqty 8
Spare batteriesqty 24

Catering

Groceries

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Registration

Clipboard foldersqty 4
Ballpoint pensqty 20
Name badgesqty 120
Program flyersqty 150
Cash register or cash box
Payment terminal
Visitor book

Safety

Flashlightsqty 4
First aid kit
Cable matsqty 8
Nitrile glovesqty 2

Tips

Set the programme before inviting anyone. Confirm the opening remarks, speaker arrival times and venue opening hours first, so the invitation includes a firm schedule rather than a vague start time.
Work backwards from the opening time. Send invitations early enough to process registrations, collect dietary requirements and prepare name badges; create the final guest list before setting tables and chairs.
Treat installation as a separate production window. Clear the room completely, inspect the walls, then hang artworks and place sculptures before adding catering furniture, signs and coats racks.
Finish all visitor information before guests arrive. Check every artwork label, print pricing and sales information, and place directional signs where a first-time visitor could hesitate.
Test equipment and refreshments together on the final day. Check the wireless microphone and speaker, extension cords and power strips, then confirm glasses, coffee cups, ice and fresh snacks rather than relying on a last-minute shop.

Frequently asked questions

How far in advance should I plan an exhibition opening?: Set the date and programme at least 6–8 weeks ahead. That gives you time to confirm the venue, invite guests and press, process registrations, arrange catering and prepare the exhibition properly.
When should I send invitations for an exhibition opening?: Send the main invitation about 4 weeks before the opening, with a clear RSVP deadline 7–10 days before the event. Use the final week to follow up, collect dietary requirements and prepare name badges.
How long does it take to install an exhibition before the opening?: Allow at least 4–6 hours for a small exhibition once the room is clear, including wall checks, measuring, hanging artworks, placing objects and adding labels. Keep a separate buffer of 1–2 hours for corrections and safety checks.
How much catering should I order for an exhibition opening?: For the first hour, plan on 2–3 drinks per person, then adjust for the length of the programme. Buy fresh snacks close to the opening and include coffee, tea, water, glasses, plates and serving utensils in the final check.

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.