How to organise an exhibition opening

Organising an exhibition opening starts with the date, opening hours and a clear sequence of work. Confirm the guest list and registrations before ordering drinks and snacks, then build a short programme with speakers and a welcome speech. Artwork preparation needs its own timetable: transport, condition checks, installation, labels and room signage should be finished before guests arrive. The common delays come from missing measurements, unclear work instructions and equipment that has not been tested in the room.

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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 exhibition date and time
2 people
2
Coordinate opening hours
2 people
3
Prepare guest list
2 people
4
Write invitation text
5
Send invitations
2 people
6
Announce the opening online
7
Process registrations
8
Confirm registrations
9
Collect dietary requirements
10
Create an opening program
2 people
11
Record speakers and welcome speech
2 people
12
Determine catering quantities
2 people
13
Reserve drinks and snacks
14
Check supplies
2 people
15
Check the shopping list
16
Print signs and room texts
2 people
17
Print signage
18
Checking work instructions
2 people
19
Transport artworks
3 people
20
Unpack artwork
3 people
21
Check artwork for damage
2 people
22
Hang artworks
3 people
23
Place sculptures and objects
3 people
24
Place labels with the artworks
2 people
25
Hang hall signage
2 people
26
Aim the lighting at the artworks
2 people
27
Test equipment and music
2 people
28
Open and test the presentation
29
Check Route and Accessibility
2 people
30
Clear emergency exits
2 people
31
Set up tables and chairs
3 people
32
Set up the reception desk
2 people
33
Set up the catering area
2 people
34
Clean the venue
3 people
35
Do the shopping
2 people
36
Chill drinks
2 people
37
Set up the coffee and tea area
2 people
38
Prepare snacks
3 people
39
Stock the buffet and snack tables
2 people
40
Set up the registration table
2 people
41
Brief the team
3 people

Event

42
Open the doors
2 people
43
Register visitors
2 people
44
Welcome visitors
2 people
45
Distribute program
46
Serve coffee and tea
2 people
47
Serve drinks
2 people
48
Serve snacks
2 people
49
Refill drinks
50
Refill snacks
2 people
51
Announce the opening
52
Give the welcome speech
53
Officially open the exhibition
54
Provide a guided tour
2 people
55
Answer visitors' questions
2 people
56
Supervise in the exhibition space
2 people
57
Clear tables during the event
2 people
58
Remove waste regularly
59
Inform visitors about closing
60
See visitors out
2 people

Aftercare

61
Clean up catering
3 people
62
Wash dishes
2 people
63
Put furniture back
3 people
64
Collect and take away waste
2 people
65
Clean the venue
3 people
66
Remove decorations and signage
2 people
67
Shut down and store equipment
2 people
68
Check artworks
2 people
69
Pack artworks
3 people
70
Return artwork
3 people
71
Return borrowed materials
2 people
72
Send thank-you message
73
Archive attendance list

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Stoolsqty 12
Reception desk
Clothing rack
Tableclothsqty 8
Waste binsqty 6

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 80
Platesqty 100
Pastry forksqty 100
Cutlery setsqty 80
Serving spoonsqty 8
Pitcherqty 4
Thermos flasksqty 4
Serving traysqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Portable speaker
Microphone
Laptop
Presentation screen
Laddersqty 2
Toolbox
Measuring tape
Spirit level
Glovesqty 6

Decorations

Table décorqty 8
Flower arrangementsqty 6
Welcome sign
Photo backdrop
Adhesive hooksqty 30
Decorative ribbonqty 4
Name badgesqty 100
Pensqty 20

Lighting

LED spotlightsqty 8
Mood lightingqty 4
Battery lampsqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Serving tongsqty 6
Ice packsqty 12
Bottle openersqty 4
Corkscrewsqty 4
Tea boxesqty 2
Milk jugsqty 4
Sugar bowlsqty 4

Cleaning

Vacuum cleaner
Mop setqty 2
Bucketsqty 2
Cleaning clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the exhibition date and opening hours first, then allow time for installation before the opening day. Keep the programme short enough to leave guests time to view the work.
Send invitations early and track registrations until the final week. Ask about dietary requirements when people register, then confirm attendance and use the final count to calculate catering quantities.
Transport and unpack the artworks before installation day if possible. Check every piece for damage immediately, and photograph or record issues before hanging or placing anything.
Measure walls, plinths and routes before positioning work. A spirit level, measuring tape and ladder prevent last-minute adjustments, while clear labels and hall signage help visitors move through the exhibition.
Test the practical setup at least one day before opening: microphone, portable speaker, laptop, presentation screen, coffee machines and kettles. Prepare drinks service with separate wine and water glasses, serving trays, waste bins and enough table space.

Frequently asked questions

How far in advance should I plan an exhibition opening?: Start at least 6 to 8 weeks before the opening. Set the date and opening hours first, send invitations several weeks ahead, and leave the final 3 to 5 days for installation checks and programme preparation.
How much food and drink do I need for an exhibition opening?: Use the confirmed registration count rather than the invitation total. As a starting point, allow 2 to 3 drinks per guest for the first hour, then add snacks and non-alcoholic options according to the expected length and audience.
When should the artworks be installed before the opening?: Finish hanging artworks and placing sculptures at least 24 hours before guests arrive. This gives you time to check damage, adjust positions, attach labels and complete room signage without working around visitors.
What should I test before an exhibition opening?: Test the microphone, speaker, laptop and presentation screen at least one day beforehand. Also check extension cords, power strips, lighting access, coffee equipment, glassware and the reception area before the final guest count is known.

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.