How to organize an art exhibition from first date to opening

Organizing an art exhibition starts with a firm date, a suitable venue and a confirmed list of participating artists. From there, work in two parallel tracks: prepare the artwork and build the visitor experience. Artwork transport, insurance, labels and installation need more time than most organizers expect. Invitations, registrations, catering and route information should be ready before the final week, while the venue, lighting and exhibition map need a practical on-site check before opening.

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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
2
Reserve venue
3
Confirm opening hours
4
Confirm participating artists
5
Inventory artworks
2 people
6
Transport artworks
2 people
7
Insure artworks
8
Create exhibition map
9
Gather artist information
10
Write job descriptions
11
Prepare the prize and title list
12
Design invitations
13
Send invitations
14
Process registrations
15
Collect dietary requirements
16
Book catering
17
Post promotion online
18
Make the program board
19
Share route and parking information
20
Do the shopping
2 people
21
Check artworks
2 people
22
Print labels
23
Clean the venue
2 people
24
Unload artworks
3 people
25
Install walls and baseboards
3 people
26
Hang artworks
3 people
27
Update labels
2 people
28
Adjust the lighting
2 people
29
Set up the entrance and coat check
2 people
30
Set up catering
2 people
31
Set up the registration table
32
Carry out safety checks
2 people

Event

33
Welcome visitors
2 people
34
Register visitors
35
Give the opening speech
36
Introduce the artists
37
Guide tours
2 people
38
Serve snacks
2 people
39
Refill drinks
40
Answer visitor questions
2 people
41
Guard artworks
2 people
42
Manage the cloakroom
43
Wave goodbye to visitors
2 people

Aftercare

44
Pack artworks safely
3 people
45
Return artwork
2 people
46
Dismantle furniture
3 people
47
Wash dishes
2 people
48
Collect waste
2 people
49
Clean the venue
2 people
50
Remove decorations
2 people
51
Return borrowed materials
2 people
52
Handle lost property

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Skirting boardsqty 8
Clothing rack
Coat hangersqty 60
Bollardsqty 6

Equipment

LED spotlightsqty 8
Extension cordsqty 6
Power stripsqty 4
Cable traysqty 12
Laptop
Projector
Projection screen

Tableware

Wine glassesqty 60
Water glassesqty 60
Coffee cupsqty 30
Platesqty 60
Forksqty 60
Pliersqty 4
Pitchersqty 4

Decorations

Framed postersqty 4
Flower arrangementsqty 6
Tableclothsqty 6
Welcome sign
Program overview
Cloakroom sign
Guestbook
Name badgesqty 60

Kitchen

Coffee maker
Kettle
Coolersqty 3
Cutting boardsqty 2
Serving plattersqty 8
Serving plattersqty 8
Bread knivesqty 2
Serving spoonsqty 4
Thermos flasksqty 4
Bottle openersqty 3
Serving traysqty 4
Ice packsqty 12

Lighting

Battery lanternsqty 4

Cleaning

Dustpan and brushqty 2
Bucketsqty 2
Mopsqty 2
Cleaning glovesqty 4
Microfiber clothsqty 12
Waste binsqty 4
Paper towel dispenserqty 2

Office

Notice boardqty 2
Registration formsqty 80
Pensqty 12
Poster puttyqty 4
Double-sided tapeqty 6
Painter's tapeqty 6
Scissorsqty 4
Staplerqty 2
Document foldersqty 6
Price tagsqty 40
Artist labelsqty 40

Transport

Transport blanketsqty 12
Bubble wrapqty 2
Ratchet strapsqty 8
Hand truck

Catering

Groceries

Tips

Set the date and reserve the venue before confirming artists or printing invitations. Ask for the exact opening hours, access times and setup window so installation does not get squeezed into the day of the opening.
Create the exhibition map after you have inventoried every artwork. Record dimensions, display requirements and the intended position; this prevents walls, baseboards and LED spotlights from being installed for pieces that later move.
Arrange transport and insurance as soon as the artwork list is complete. Use a written handover record and check each piece again when it is unloaded, before unpacking and installation begin.
Finish visitor information before promotion goes live. The invitation, program board, route and parking details, registration process and dietary-requirement form should all point to the same date and opening hours.
Plan the final venue check at least one day before opening. Test the laptop, projector, extension cords and power strips, print labels and name badges, clean the venue, and set up the welcome sign, cloakroom sign and guestbook before guests arrive.

Frequently asked questions

How long does it take to organize an art exhibition?: Allow at least 6 to 8 weeks for a small exhibition with several artists. Use the first 2 weeks for the date, venue and artist confirmations, and keep the final 7 days for printing, installation checks and visitor logistics.
When should artwork be transported to an exhibition venue?: Schedule transport 1 to 3 days before the opening whenever possible. That leaves time to check the condition of every piece, install the exhibition map and solve missing or damaged items without rushing.
When should invitations for an art exhibition be sent?: Send the first invitations 3 to 4 weeks before the opening. Close registrations or confirm attendance about 5 to 7 days beforehand, then use the final week to collect dietary requirements and give visitors route and parking information.
How do you plan the layout of an art exhibition?: Inventory all artworks before drawing the exhibition map, including dimensions and display needs. Reserve at least half a day for the physical installation, then walk through the visitor route once with the labels and lighting in place.

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.