Painting Exhibition Checklist and Planning Guide

A painting exhibition depends on details that are easy to leave until the last week: accurate artwork dimensions, readable captions, working payment options and safe transport. Start by fixing the exhibition date and venue, then build the wall layout around the works you actually have. Give yourself time to invite guests, process registrations and confirm dietary requirements. Before opening, check lighting, signs, reception equipment and the guest list so the exhibition runs smoothly from arrival to sales.

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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

Reserve exhibition space
Set the exhibition date
Inventory artists and works
2 people
Note the dimensions of the works
2 people
Create wall layout
2 people
Publish opening hours
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Gather artist information
2 people
Write captions
2 people
Check captions
2 people
Compile a price list
Determine sales procedure
2 people
Check payment options
Publish the promo message
Order catering
Assign volunteers
Plan art transport
2 people
Prepare damage forms
Print guest list
Do the shopping
2 people
Transport Artwork Safely
3 people
Check the venue
2 people
Protect the walls
2 people
Hang paintings
3 people
Straighten paintings
2 people
Add captions
2 people
Adjust the lighting
2 people
Set up tables and chairs
2 people
Set up the reception desk
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Set up guest registration
Set up the sales table
2 people
Place route signs
Carry out the final safety check
2 people

Event

Welcome guests
3 people
Register sign-ups
2 people
Manage the cloakroom
Lead a tour
2 people
Introduce the artists
Serve snacks
2 people
Refill drinks
2 people
Provide sales information
Register purchases
Oversee the exhibition
2 people
Check toilets
Empty trash bins
Inform last visitors
2 people

Aftercare

Close the register
2 people
Check artworks
2 people
Take down paintings
2 people
Safely pack paintings
3 people
Dismantle exhibition materials
3 people
Wash dishes
2 people
Clean the room
3 people
Dispose of waste
2 people
Return rental items
2 people
Return artwork
3 people
Archive damage forms
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Reception desk
Coat rack
Bollardsqty 6

Equipment

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Payment terminal
Laddersqty 2
Extension cordsqty 4
Power stripsqty 4
Toolboxesqty 2
Transport cartsqty 2
Camera

Tableware

Wine glassesqty 80
Drinking glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Pitchersqty 4

Decorations

Wall labelsqty 40
Exhibition board
Directional signsqty 6
Flower arrangementsqty 4
Tableclothsqty 6
Adhesive hooksqty 30
Barrier tapeqty 2

Lighting

Exhibition spotlightsqty 12
LED lampsqty 6

Kitchen

Bottle openersqty 3
Corkscrewsqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 8
Thermos flasksqty 4
Ice cube traysqty 4

Cleaning

Cleaning bucketqty 2
Mopsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Measure every painting before creating the wall layout. Record width, height and orientation in one inventory so labels, spacing and transport plans match the actual works.
Set the sales procedure before invitations go out. Prepare the price list, decide how payments will be handled and test the payment terminal at least 24 hours before opening.
Plan artwork transport with named people and time slots, rather than leaving it to opening day. Use transport carts where possible and complete damage forms before and after moving each work.
Send invitations early enough to process registrations and collect dietary requirements. Close the guest list at least 48 hours before the opening so catering and reception staffing can be adjusted.
Walk through the venue after the works are installed, ideally 2–3 hours before guests arrive. Check spotlights, extension cords, directional signs, wall labels, the reception desk and clear routes around the exhibition.

Frequently asked questions

How early should I start planning a painting exhibition?: Start at least 8–12 weeks before the opening. Fix the date and venue first, then allow time for the artwork inventory, wall layout, invitations, catering, volunteers and transport.
When should I send invitations for a painting exhibition?: Send invitations 3–4 weeks before the opening, with a registration deadline around 5–7 days beforehand. This gives you time to print the guest list and confirm catering numbers.
How long before opening should paintings be installed?: Install and check the paintings at least 4–6 hours before guests arrive. Keep 2–3 hours for adjusting the layout, captions, spotlights, signs and any damaged or missing equipment.
How do I prepare sales for a painting exhibition?: Complete the price list and sales procedure at least 1 week before opening. Test payment options 24 hours in advance and make sure volunteers know who records sales and answers questions about each work.

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.