How to organize a gallery opening

A gallery opening works best when the visitor experience is planned alongside the artwork. Start by confirming the date, program and artist information, then build the guest list and communication around that fixed plan. Artwork, wall layouts, labels, lighting and sound need a separate production schedule, while catering and drinks depend on registration numbers. Leave the final day for cleaning, installation checks and room setup—not last-minute printing or shopping.

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
Confirm date and program
2
Gather artist information
3
Draft invitations
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Publish the program online
8
Book catering
9
Order drinks and snacks
10
Update visitor numbers
11
Check artworks
2 people
12
Lay out wall sections
2 people
13
Design name badges
14
Print texts for works
15
Print signage
16
Do the shopping
2 people
17
Deliver artworks
2 people
18
Thoroughly clean the space
3 people
19
Mark walls and hanging points
2 people
20
Test the sound and lighting
2 people
21
Prepare snacks
3 people
22
Hang artworks
3 people
23
Approve the working texts
2 people
24
Set up the entrance and coat check
2 people
25
Set up tables and chairs
3 people
26
Set up the buffet and bar
3 people
27
Chill drinks
2 people
28
Set out dishes and glasses
2 people
29
Present snacks
2 people
30
Set up the registration table
31
Briefing for reception team
3 people

Event

32
Open the gallery to visitors
2 people
33
Welcome visitors
3 people
34
Keep track of the guest list
35
Serve welcome drinks
2 people
36
Serve snacks
2 people
37
Refill drinks
2 people
38
Lead gallery tours
2 people
39
Give the opening speech
40
Introduce the artists
41
Play music
42
Check toilets
43
Remove waste regularly
2 people
44
Inform last visitors
2 people
45
Close the gallery
2 people

Aftercare

46
Dismantle the buffet and bar
3 people
47
Wash dishes
2 people
48
Clean the room
3 people
49
Remove decorations
2 people
50
Pack artworks safely
3 people
51
Return artwork
2 people
52
Return rental items
2 people
53
Store lost and found items
54
Thank visitors

What to bring

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

Furniture

Cocktail tablesqty 6
Buffet tablesqty 3
Chairsqty 30
Coat racksqty 2
Stoolsqty 8

Tableware

Wine glassesqty 80
Water glassesqty 80
Coffee cupsqty 50
Platesqty 80
Forksqty 80
Napkin holdersqty 6

Kitchen

Serving plattersqty 10
Serving tongsqty 8
Pitchersqty 6
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Knivesqty 6
Bottle openersqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Ladder
Cordless drill
Spirit level
Measuring tape
Cable tiesqty 50

Lighting

Atmosphere lightsqty 8
Spotlightsqty 6

Decorations

Vasesqty 12
Flower arrangementsqty 8
Tableclothsqty 6
Photo framesqty 4
Art hanging hooksqty 60
Nylon threadqty 2
Painting easelsqty 4

Catering

Name badgesqty 80
Guest book
Pensqty 12
Drink dispensersqty 3
Menusqty 8
Cocktail sticksqty 200
Ice packsqty 12
Groceries

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Waste binsqty 6
Hand soap dispensersqty 3

Tips

Lock the date, program and artist details before sending invitations. Publish the program online early, and set a registration deadline so you can update catering and drink quantities instead of guessing.
Treat artwork installation as a timed production phase. Check every work before delivery, mark hanging points on the walls, and approve the texts before printing labels and signage.
Plan the room around movement, not just appearance. Place cocktail tables and stools where they do not block sightlines, keep chairs available for guests who need them, and set up the coat check near the entrance.
Test technical equipment before the opening day. Check spotlights, atmosphere lighting, portable speakers, the microphone, extension cords and power strips while the room is still empty and changes are easy.
Finish food and drink preparation close to opening time. Chill drinks in coolers, prepare serving platters and tongs, fill water pitchers, and keep coffee equipment and thermos flasks ready for later service.

Frequently asked questions

How far in advance should I plan a gallery opening?: Fix the date and program at least 6 to 8 weeks ahead. Send invitations once the artist information and basic schedule are confirmed, then set a registration deadline about 7 days before the opening.
How many drinks should I order for a gallery opening?: For the first hour, allow 2 to 3 drinks per guest, then roughly 1 drink per person for each additional hour. Add water for everyone and update the order after registrations close, ideally 5 to 7 days before the event.
When should artwork be delivered and hung?: Deliver and check the artwork at least 1 to 2 days before guests arrive. Mark the walls, confirm the layout and hang the works before the final lighting and signage check, rather than combining installation with opening-day setup.
What should I do on the day of a gallery opening?: Reserve the final 3 to 4 hours for thorough cleaning, room setup, food and drink preparation, and technical tests. Aim to have artwork, labels, entrance furniture, coat check and signage finished at least 60 minutes before doors open.

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.