How to organize an exhibition from first booking to opening day

Start by fixing the exhibition date and reserving a suitable space, then build the schedule backwards from opening day. Confirm exhibitors early so you can collect formats, register artworks, write captions, and prepare the price list without rushing. The final week is for transport, artwork checks, lighting, equipment, catering, and room setup. Plan a separate buffer for damaged or missing works, power needs, and items that are easy to overlook, such as payment equipment, extension cords, coat racks, and waste bins.

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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 exhibition space
2
Set exhibition date
2 people
3
Confirm participating exhibitors
2 people
4
Send exhibitor information
5
Collect submissions and formats
2 people
6
Register artworks
2 people
7
Compile title lists
2 people
8
Write captions
2 people
9
Compile a price list
10
Design invitations
11
Send invitations
2 people
12
Publish the exhibition online
13
Process registrations
14
Collect dietary requirements
15
Order catering
16
Check supplies
2 people
17
Reserve equipment
18
Plan transport of works
2 people
19
Send press release
20
Post on social media
21
Do the shopping
2 people
22
Collect the artworks
3 people
23
Check artworks
2 people
24
Fill out damage forms
2 people
25
Clean the room
3 people
26
Measure walls and walking route
2 people
27
Lay out exhibition plan
3 people
28
Set up tables and chairs
3 people
29
Build exhibition walls
4 people
30
Place pedestals and display cases
3 people
31
Adjust the lighting
2 people
32
Hang artworks
4 people
33
Set up artworks
3 people
34
Attach captions
2 people
35
Place information signs
2 people
36
Set up the reception desk
2 people
37
Prepare sales records
38
Chill drinks
2 people
39
Prepare coffee and tea
2 people
40
Set out snacks
2 people
41
Set up the cloakroom
2 people
42
Signpost the entrance and route
2 people
43
Check toilets
44
Conduct a safety check
2 people

Event

45
Staff the reception desk
2 people
46
Register visitors
2 people
47
Welcome visitors
2 people
48
Provide guided tours
2 people
49
Deliver the opening speech
2 people
50
Serve catering
3 people
51
Refill drinks
2 people
52
Refill coffee and tea
53
Collect tableware
2 people
54
Keep the exhibition area tidy
2 people
55
Check artworks
2 people
56
Process sales forms
57
Wave goodbye to visitors
2 people
58
Close the register
2 people
59
Secure artworks
3 people

Aftercare

60
Clean up catering
3 people
61
Wash dishes
2 people
62
Remove decorations
3 people
63
Dismantle exhibition walls
4 people
64
Pack artworks
4 people
65
Return artwork
3 people
66
Clean the venue thoroughly
3 people
67
Collect and remove waste
2 people
68
Return borrowed materials
2 people
69
Store reception materials
2 people
70
Submit sales data
71
Inform exhibitors about sales
72
Send visitor thank-you gifts

What to bring

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

Furniture

Exhibition wallsqty 12
Pedestalsqty 8
Display casesqty 3
Tablesqty 6
Chairsqty 40
Coat racksqty 2
Waste binsqty 6
Reception desk

Equipment

Laptopqty 2
Printer
Payment terminal
Extension cordsqty 8
Power stripsqty 6
Laddersqty 2
Tool casesqty 2

Lighting

LED spotlightsqty 12
Standing lampsqty 4
Power splittersqty 8

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Carafesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving traysqty 8
Serving tongsqty 6
Thermos flasksqty 4

Decorations

Tableclothsqty 8
Plantsqty 10
Photo framesqty 6
Cable traysqty 12

Communication

Information boardsqty 6
Direction arrowsqty 12
Name badgesqty 30
Registration formsqty 150
Sales formsqty 50
Pensqty 30

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the date and venue before inviting exhibitors. Allow at least 6–8 weeks for a group exhibition so artists have time to confirm participation and prepare submissions.
Collect each artwork’s title, dimensions, medium, price, and display requirements in one file. Do this before writing captions, title lists, invitations, or the online exhibition page.
Plan the room on paper before the artworks arrive. Mark exhibition walls, pedestals, display cases, reception desk, tables, chairs, and power points so lighting and extension cords are arranged around the layout.
Schedule artwork transport and collection with named times, then inspect every work on arrival. Photograph existing damage and complete damage forms before anything is installed.
Finish promotion and guest administration at least 7 days before opening. Confirm registrations and dietary requirements, then order catering and check glasses, cups, plates, cutlery, carafes, coffee equipment, coolers, and serving trays.

Frequently asked questions

How long does it take to organize an exhibition?: Allow 6–8 weeks for a small group exhibition and 10–12 weeks if you need press coverage, online promotion, or many participating exhibitors. The final 7 days should focus on confirmations, transport, installation, catering, and room checks.
What should I do first when organizing an exhibition?: Set the exhibition date and reserve the space first. Once those are confirmed, you can work backwards to confirm exhibitors, collect submissions, arrange transport, and plan the opening.
When should I collect artwork details for an exhibition?: Request titles, formats, dimensions, prices, and display requirements immediately after exhibitors confirm. Set a submission deadline at least 3 weeks before opening so captions, title lists, price lists, and invitations can be completed on time.
How early should catering be ordered for an exhibition opening?: Order catering at least 7 days before the opening, after processing registrations and collecting dietary requirements. Check quantities and serving equipment 2–3 days beforehand, then prepare chilled drinks and coffee supplies on the day.

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