What to Buy for a Painting Exhibition

A painting exhibition needs more than wall space and artwork. You will need practical supplies for displaying pieces, welcoming guests, serving drinks, taking payments and moving paintings without damage. This shopping list covers items such as wall labels, spotlights, extension cords, tableware, transport carts and reception equipment. Check quantities against your guest registrations, opening hours and the dimensions of the works before buying or borrowing anything.

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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
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Bitter lemon - 2 bottles
- Alcohol-free beer - 2 crates
- Pilsner - 3 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Alcohol-free white wine - 2 bottles
- Grape juice - 4 bottles
- Apple juice - 3 packs
- Baguettes - 8 pieces
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Young cheese - 1 kilo
- Smoked chicken breast - 750 grams
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Strawberries - 2 kilos
- Olives - 1 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilos
- Salted crackers - 6 packs
- Mini quiches - 120 pieces
- Vegetarian puff pastry snacks - 120 pieces
- Vegan falafel balls - 80 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 grinder
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Prepare one wall label for every displayed work, plus a few spare labels for last-minute changes. Check each label against the final artist information and price list before printing.
Plan drinks and tableware from the registration count: allow roughly two to three drinks per guest during the first hour, then add plates, glasses and cutlery for the catering you ordered.
Count power points before bringing coffee machines, kettles and exhibition spotlights. Take extension cords and power strips, but keep cables away from walkways and mark any crossing clearly.
Pack adhesive hooks, a toolbox, a ladder and measuring tools before installation day. These are often forgotten until the first wall label, spotlight or directional sign needs adjusting.
Arrange transport protection before moving the artwork. Use transport carts where possible, keep damage forms and a camera at the venue, and photograph each piece before and after handling.

Frequently asked questions

What supplies do I need for a painting exhibition opening?: For the opening, plan reception furniture, coat storage, drinks equipment, tableware, signage, wall labels, lighting and payment equipment. Base drink and tableware quantities on the registered guest count, then add about 10% spare stock.
How many glasses do I need for an art exhibition?: Allow at least one drinking glass per expected guest if you can wash and reuse them, or two per guest for a busy opening with limited washing. Add wine glasses separately if wine is being served and keep 10% extra for breakage and replacements.
When should I buy supplies for a painting exhibition?: Buy or reserve non-perishable equipment and printed materials at least two weeks before the exhibition. Purchase drinks, flowers and other fresh items one to three days before opening, after registrations and dietary requirements are checked.
What do I need to transport paintings safely?: Use suitable transport carts, protective packing materials and a camera, and carry damage forms for every delivery. Photograph each work before loading and after arrival; complete the condition check before installation starts.

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