Photo exhibition checklist: what to arrange and when

A photo exhibition involves more than selecting strong images. You need a confirmed venue, a workable floor plan, correctly prepared files, printed captions, visitor information and tested equipment before opening day. This checklist follows the main steps from setting the date and confirming photographers to collecting prints, briefing volunteers and opening the venue. Use it to spot the details that are easy to leave until the last week, such as directions, dietary requirements and the visitor list.

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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

Record date and times
2 people
Reserve venue
Create exhibition plan
2 people
Confirm photographers
2 people
Collect final selection
3 people
Check image files
2 people
Place print order
Write captions
2 people
Prepare the price list
Work out the floor plan
2 people
Design invitations
2 people
Send invitations
2 people
Send press release
Post social media messages
Process registrations
2 people
Collect dietary requirements
Order catering
Test the equipment
2 people
Brief volunteers
2 people
Publish directions
Print the visitor list
Pick up prints
2 people
Do the shopping
2 people
Prepare materials
2 people

Event

Open venue
2 people
Check rooms
2 people
Set up furniture
4 people
Set up exhibition walls
4 people
Hang up photos
4 people
Attach captions
2 people
Hang up the price list
Put up the information board
2 people
Adjust the lighting
2 people
Connect the sound system
2 people
Test presentation
2 people
Set up catering
3 people
Chill drinks
2 people
Set up registration desk
2 people
Set up the cloakroom
2 people
Check toilets
Open the doors
2 people
Welcome visitors
3 people
Check off registrations
2 people
Explain the program
Give the opening speech
Lead a tour
2 people
Introduce the photographers
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Refill snacks
2 people
Staff the sales table
2 people
Replenish guestbook
Conduct room rounds
2 people
Remove waste regularly
Wave goodbye to visitors
2 people

Aftercare

Close sales administration
2 people
Pack photos safely
4 people
Take down decorations
2 people
Switch off equipment
2 people
Dismantle furniture
4 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Clean the restrooms
Hand over the venue
2 people
Return prints
2 people
Return rented materials
2 people
Send follow-up message to visitors
Inform the photographers

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Exhibition wallsqty 10
Stoolsqty 6
Coat racksqty 2
Clothes hangersqty 80
Bollardsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Charging phone

Lighting

Exhibition spotlightsqty 12
LED lampsqty 6
Mood lightingqty 4

Decorations

Information boardsqty 4
Photo framesqty 30
Passe-partoutsqty 30
Photo hooksqty 40
Hanging wiresqty 40
Wall labelsqty 35
Directional signsqty 8
Tableclothqty 8
Flower arrangementsqty 6
Guest book
Pen setqty 4
Display standsqty 10

Tableware

Glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving traysqty 12
Pouring jugsqty 6

Kitchen

Coffee makerqty 2
Kettleqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Serving tongsqty 6
Small bowlsqty 12
Bread knivesqty 2
Waste binsqty 4
Cash box
Payment terminal

Cleaning

Vacuum cleaner
Mop set
Bucketsqty 2
Microfiber clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Lock the exhibition date and venue before ordering prints. Allow at least 2 weeks between placing the print order and the opening so you have time to check every print and replace damaged or incorrect items.
Set a final image deadline and check the files before sending them to print. Review resolution, orientation, colour and cropping for every selected image; a single incorrect file can delay the whole order.
Plan the room on paper before moving tables, exhibition walls and display stands. Mark walking routes, projection space, seating and power points, and keep at least one clear route to the entrance and exits.
Send invitations and press information early, then close registrations several days before the opening. Print the visitor list after the deadline and keep dietary requirements separate from the general guest information.
Test the projector, speakers, microphone, laptop, spotlights and extension cords in the actual venue at least 1 day beforehand. Brief volunteers on arrival times, directions, guest registration and what to do if equipment or prints fail.

Frequently asked questions

How long does it take to organise a photo exhibition?: Allow 6 to 8 weeks for a small exhibition with a confirmed venue and photographers. The final 2 weeks are usually needed for file checks, printing, captions, invitations, equipment testing and the room setup.
When should I order prints for a photo exhibition?: Place the print order at least 2 weeks before the opening date. Collect and inspect the prints several days before installation so errors, damage or missing frames can still be corrected.
How many photos should I display in a photo exhibition?: Choose the number based on wall space and viewing distance rather than filling every surface. As a practical starting point, leave roughly 1 metre between larger works and reserve space for captions, labels and clear walking routes.
When should I send invitations to a photo exhibition?: Send the first invitation around 3 weeks before the opening and a reminder 3 to 5 days beforehand. Close registrations a few days before the event so you can print the visitor list and confirm catering quantities.

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