How to organise an exhibition opening

Start an exhibition opening by fixing the guest flow and programme before arranging the room. Build the guest list, send invitations, process registrations and collect dietary requirements early enough to give catering accurate numbers. In the final week, check artworks, captions, lighting and presentation equipment rather than leaving them to opening day. On the day itself, open the venue, finish the reception and food setup, chill drinks and run a sound check before guests arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Compile guest list
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Order catering
6
Plan guided tours
2 people
7
Prepare opening speech
8
Check artworks
2 people
9
Check captions
2 people
10
Test the equipment
2 people
11
Do the shopping
2 people
12
Chill drinks
2 people
13
Check fresh produce
14
Open venue
2 people
15
Check the artworks
2 people
16
Set up tables
3 people
17
Set up chairs
2 people
18
Set up the reception table
2 people
19
Lay out name badges
20
Hang decorations
2 people
21
Direct light onto artworks
2 people
22
Test sound system
2 people
23
Prepare snacks
3 people
24
Set up buffet
3 people
25
Set out coffee and tea
2 people
26
Place route signs
2 people
27
Hold team briefing
6 people

Event

28
Welcome guests
3 people
29
Check off registrations
2 people
30
Manage the cloakroom
2 people
31
Serve drinks
3 people
32
Serve snacks
3 people
33
Give the opening speech
2 people
34
Give tours
3 people
35
Refill drinks
2 people
36
Restock the buffet
2 people
37
See off guests
2 people

Aftercare

38
Store leftovers safely
2 people
39
Wash dishes
3 people
40
Collect waste
2 people
41
Put furniture back
3 people
42
Remove decorations
2 people
43
Clean the venue
3 people
44
Switch off equipment
2 people
45
Secure artwork
2 people
46
Return supplies
2 people

What to bring

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

Furniture

Cocktail tablesqty 6
Chairsqty 40
Reception desk
Coat racksqty 2
Waste binsqty 4

Exhibition

Presentation plinthsqty 8
Wall hooksqty 30
Artwork labelsqty 80
Image protectorsqty 8

Tableware

Wine glassesqty 80
Water glassesqty 60
Platesqty 80
Forksqty 80
Serving spoonsqty 8
Serving traysqty 6
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4

Equipment

Speaker
Wireless microphone
Power stripsqty 4
Extension cordsqty 4
Cable matsqty 20

Decorations

Tableclothsqty 6
Flower arrangementsqty 6
Guest book
Pen holdersqty 6
Name badge holdersqty 80
Route sign standsqty 8

Lighting

LED spotlightsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2

Catering

Groceries

Tips

Set the guest number before ordering catering. Use registration responses and dietary requirements to confirm quantities, then allow time for late replies and changes rather than ordering from an early estimate.
Plan guided tours and the opening speech around the expected arrival pattern. Keep the welcome area clear with the reception desk, name badges and coat racks ready before the first guests enter.
Check every artwork and caption at least one day before opening. Confirm that labels are readable, image protectors are in place where needed, and presentation plinths, hooks and lighting do not interfere with the visitor route.
Test the speaker, wireless microphone and power connections before the event starts. Tape down or cover extension cords and cable runs so guests can move safely between the exhibition and reception areas.
Finish food and drink preparation in stages on opening day. Chill drinks before guests arrive, check fresh produce shortly before serving, and set out coffee, tea, glasses, plates and serving utensils only after the room is ready.

Frequently asked questions

How far in advance should you send invitations for an exhibition opening?: Send invitations around 4 to 6 weeks before the opening so guests have time to register. Close or review registrations about 7 days beforehand, then confirm catering and seating needs.
When should I order catering for an exhibition opening?: Order catering once registrations give you a reliable headcount, usually 1 to 2 weeks before the event. Reconfirm the final number and dietary requirements 3 to 5 days before serving.
How early should I arrive to set up an exhibition opening?: Allow at least 3 to 4 hours for the final setup. Artwork and caption checks, room furniture, reception materials, buffet preparation and sound testing often take longer than expected.
When should I test the microphone and sound system?: Test the speaker and wireless microphone during setup, then run a second check 30 to 60 minutes before guests arrive. Test from the position where the speech will actually be delivered.

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.