How to organize an art exhibition from start to opening night

Organizing an art exhibition starts with a fixed date, a suitable venue, and a clear list of participating artists. From there, work in this order: confirm the artwork, plan the room, arrange transport and insurance, then handle invitations and refreshments. The final days are for cleaning, unpacking, conditioning the work, installing labels, and checking lighting. This approach prevents common delays, especially missing artist information, late transport arrangements, and exhibition panels or spotlights arriving after setup has started.

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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
Confirm exhibition date
2
Reserve venue
3
Set opening hours
4
Confirm artists
5
Inventory artworks
2 people
6
Make transport arrangements
2 people
7
Check insurance details
8
Create exhibition map
2 people
9
Collect artist biographies
10
Collect job descriptions
11
Design invitations
12
Send invitations
2 people
13
Process registrations
14
Collect dietary requirements
15
Book catering
16
Order drinks and snacks
17
Publish promotion
18
Prepare name badges
19
Print work labels
20
Prepare signage
21
Collect the artworks
2 people
22
Do the shopping
2 people
23
Unpack artwork
3 people
24
Condition artworks
2 people
25
Clean the venue
2 people
26
Set up tables and chairs
3 people
27
Set up walls and panels
3 people
28
Hang artworks
3 people
29
Position sculptures
2 people
30
Attach work labels
2 people
31
Adjust the lighting
2 people
32
Set up the entrance
2 people
33
Set up the registration table
2 people
34
Set up the catering table
2 people
35
Chill drinks
2 people
36
Prepare snacks
2 people
37
Test sound system
2 people
38
Brief the opening team
3 people

Event

39
Open the doors
2 people
40
Register visitors
2 people
41
Welcome visitors
2 people
42
Welcome the artists
43
Give the opening speech
44
Lead a tour
2 people
45
Serve snacks
2 people
46
Refill drinks
2 people
47
Collect waste
48
Answer visitor questions
2 people
49
Provide sales information
50
See off the last visitors
2 people

Aftercare

51
Secure artworks
3 people
52
Clean up catering
2 people
53
Wash dishes
2 people
54
Dismantle furniture
3 people
55
Dismantle exhibition materials
3 people
56
Clean the venue
2 people
57
Return artwork
2 people
58
Return materials
2 people
59
Return borrowed equipment
2 people
60
Collect lost property

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
High tablesqty 4
Exhibition panelsqty 8
Pedestalsqty 6
Coat racksqty 2

Equipment

Laptopsqty 2
Tabletsqty 2
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Payment terminal
Power banksqty 4
Measuring tapeqty 2
Spirit levelsqty 2
Cordless drill driversqty 2
Screwdriver setsqty 2
Hammersqty 2
Laddersqty 2
Glovesqty 8
Ratchet strapsqty 8
Transport blanketsqty 12
Hand trucksqty 2

Lighting

Art spotlightsqty 10
Standing lampsqty 4

Tableware

Glassesqty 80
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 2
Knivesqty 4
Waste binsqty 4

Decorations

Tableclothsqty 8
Plantsqty 10
Photo framesqty 4
Name badge holdersqty 20
Clipboardsqty 4
Decorative potsqty 6
Name badgesqty 20
Program flyersqty 100
Signage boardsqty 8
Guest book
Pensqty 12
Cable matsqty 8

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Toilet brushesqty 2
Hand broomsqty 2
Dustpansqty 2

Catering

Groceries

Tips

Fix the exhibition date, opening hours, and backup venue before inviting artists. Give contributors one clear deadline for confirmation, biographies, artwork details, and transport requirements.
Create an inventory for every artwork with the artist’s name, title, dimensions, medium, condition, and agreed display position. Print work labels only after this list is checked against the final floor plan.
Arrange insurance and transport before the artwork is collected. Confirm who handles loading, unloading, temporary storage, and damage reporting, rather than assuming the artist or venue will cover each step.
Build the floor plan around circulation, power access, and lighting. Mark the position of exhibition panels, pedestals, tables, chairs, spotlights, extension cords, and signs before anything is unpacked.
Set catering quantities from confirmed registrations and dietary requirements. Order drinks and snacks in advance, and prepare name badges, direction signs, microphones, and the sound system before guests arrive.

Frequently asked questions

How long does it take to organize an art exhibition?: Allow at least 8 to 12 weeks for a public exhibition with several artists. Use the first 2 weeks to secure the date and artists, the middle period for artwork details, promotion, transport, and catering, and the final 2 to 3 days for installation.
When should artists confirm their artwork for an exhibition?: Set a final artwork confirmation deadline 4 to 6 weeks before opening. Request the inventory details, biographies, dimensions, display requirements, and transport arrangements by that date so the floor plan and labels can be completed on time.
When should invitations be sent for an art exhibition?: Send the main invitations 3 to 4 weeks before the opening and include the date, opening hours, venue, registration method, and any deadline for dietary requirements. Send a reminder 5 to 7 days before the event.
How early should artwork arrive before an exhibition opening?: Have the artwork at the venue at least 1 to 2 days before opening. This leaves time to unpack it, check its condition, install it according to the floor plan, adjust the art spotlights, and replace damaged or missing labels.

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.