How to organise an exhibition tour

An exhibition tour runs smoothly when the visitor journey is settled before the refreshments and room setup. Start by fixing the venue, tour times and guide capacity, then manage registrations, dietary requirements and group assignments. Before opening, check every artwork, caption, route sign and piece of tour equipment. Allow enough time for reception setup, catering, lighting and a full guide briefing so late technical or crowd-flow problems do not reach visitors.

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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
Reserve venue and time
2
Arrange tour guides
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Assign tours
7
Create visitor information
8
Determine route and crowd flow
2 people
9
Check artworks
2 people
10
Check captions
2 people
11
Prepare tour stories
3 people
12
Test the equipment
2 people
13
Purchase catering
2 people
14
Print the visitor list
15
Prepare name badges
2 people
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Set up tables and chairs
3 people
19
Set up the reception desk
2 people
20
Set up the catering buffet
3 people
21
Hang route signs
2 people
22
Test lighting and technical equipment
2 people
23
Unveil artworks
2 people
24
Give the guide briefing
3 people

Event

25
Staff the reception desk
2 people
26
Register visitors
2 people
27
Hand out name badges
28
Guide the first tour
2 people
29
Lead the second tour
2 people
30
Guide the third tour
2 people
31
Serve snacks and drinks
3 people
32
Refill drinks
2 people
33
Check exhibition spaces
2 people
34
Answer visitor questions
2 people
35
Supervise the final tour
2 people
36
Wave goodbye to visitors
2 people

Aftercare

37
Catering breakdown
3 people
38
Collect materials
3 people
39
Sort and remove waste
2 people
40
Wash dishes
2 people
41
Clean rooms
3 people
42
Switch off equipment
2 people
43
Remove decorations
2 people
44
Return borrowed materials
2 people
45
Register lost and found items

What to bring

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

Furniture

Reception desk
Buffet tablesqty 3
Bistro tablesqty 6
Chairsqty 60
Coat rackqty 2
Bollardsqty 8

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Small bowlsqty 12
Serving tongsqty 6

Equipment

Laptop
Barcode or QR scanner
Printer
Portable speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Route signsqty 12
Name badgesqty 80
Badge holdersqty 80
Tableclothsqty 9

Lighting

LED lightsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the tour capacity before sending invitations. Assign visitors to groups early enough to print the visitor list, prepare name badges and give guides a final headcount.
Walk the complete route with the guides before visitors arrive. Check that artworks and captions are in place, signs are visible, and bollards or furniture do not narrow busy passages.
Test the wireless microphone, portable speaker, laptop, scanner, lighting and power connections during setup—not when the first group is waiting. Keep extension cords and power strips safely out of walking areas.
Prepare the reception desk before opening with the printed visitor list, scanner, badges and badge holders together. This prevents registration delays when several visitors arrive at once.
Set out catering only after the main setup is finished, then chill drinks and place snacks, cups, plates and cutlery where they can be replenished without blocking the visitor route. Include a clear plan for dietary requirements and waste bins.

Frequently asked questions

How far in advance should I organise an exhibition tour?: Secure the venue, time and tour guides first, ideally several weeks before the event. Send invitations early enough to process registrations, collect dietary requirements and assign visitors to groups before printing the final list.
How many visitors should be in one exhibition tour group?: Set the group size according to the room layout, route width and how clearly visitors can hear the guide. Decide the limit before invitations go out, then add guides or tour slots rather than allowing groups to become too large.
What should I check before an exhibition tour starts?: Allow at least one complete pre-opening walkthrough to check artworks, captions, route signs, lighting and technical equipment. Also test the scanner, microphone and speaker, and confirm that the reception desk has the visitor list and badges.
When should I set up catering for an exhibition tour?: Set up tables, chairs and the buffet before visitors arrive, but put out chilled drinks and perishable snacks as close to opening as practical. Keep catering outside the tour route and leave time to check cups, plates, cutlery and dietary options.

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.