Photo Exhibition Checklist and Planning Guide

A photo exhibition needs more than selecting strong images. You must confirm the photographers, measure the exhibition space, order prints and frames early, and leave enough time for captions and the wall layout. This checklist takes you from venue planning to opening day, including invitations, registrations, catering, equipment testing and installation. Use it to see what needs a decision first and what can wait until the final setup.

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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 venue
Measure the exhibition space
2 people
Confirm photographers
Select photos
3 people
Check photos digitally
2 people
Have photos printed
Order frames and passe-partouts
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Order catering
Print the program
Make signs for the photos
2 people
Frame photos
3 people
Work out the wall layout
2 people
Test the equipment
2 people
Do the shopping
2 people
Store catering chilled
2 people
Bring photo works to the venue
3 people
Ventilate room
Set up furniture
3 people
Set up exhibition walls
3 people
Hang photo works
4 people
Add captions
2 people
Adjust the lighting
2 people
Set up the reception table
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Set up the registration table
Set up the cloakroom
2 people
Hang up route signs

Event

Welcome visitors
3 people
Check off registrations
2 people
Deliver the welcome speech
Introduce photographers
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Explain the photo pieces
2 people
Guide visitors
2 people
Check toilets
Remove waste regularly
Wave goodbye to visitors
2 people

Aftercare

Pack photo pieces safely
3 people
Dismantle furniture
3 people
Wash dishes
2 people
Clean the room
3 people
Dispose of waste
2 people
Return photo works
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Exhibition wallsqty 8
Chairsqty 60
Tablesqty 6
High tablesqty 4
Coat racksqty 2
Stoolsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 100
Serving traysqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Laptop
Presentation screen
Card reader
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8

Decorations

Photo framesqty 40
Passe-partoutsqty 40
Photo printsqty 40
Photo captionsqty 40
Hanging hooksqty 80
Tableclothsqty 8
Welcome sign
Directional signsqty 8

Lighting

LED spotlightsqty 12
Battery lampsqty 6

Kitchen

Thermos flasksqty 6
Serving jugsqty 4
Serving tongsqty 6
Measuring cupsqty 2
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Measure the exhibition space before ordering frames or exhibition walls. Record wall lengths, ceiling height, power points and any areas visitors must keep clear so the layout works in the actual room.
Set a firm deadline for image selection and digital checks before sending files to the printer. Allow at least 1–2 weeks for printing, passe-partouts and frames, plus time to replace anything damaged or incorrectly produced.
Send invitations only after the programme and registration process are clear. Ask for dietary requirements when people register, then confirm the final guest count before ordering catering and printing the programme.
Test the laptop, presentation screen, coffee machines, kettles, card reader and lighting at the venue before installation day. Check extension cords, power strips and cable trays at the same time rather than discovering missing connections during setup.
Install in a fixed order: ventilate the room, arrange exhibition walls and furniture, work out the wall layout, then hang framed photographs and add captions. Keep catering chilled until the room is ready and bring the photo works in protective packaging.

Frequently asked questions

How early should I plan a photo exhibition?: Start at least 6–8 weeks before the opening. The venue, photographers, image selection, printing, frames, invitations and catering all need decisions before the final installation week.
How long does it take to set up a photo exhibition?: Allow a full setup day for a small exhibition, and 1–2 days for a larger room or multiple exhibition walls. Furniture, lighting, framed works, captions and equipment should be tested before visitors arrive.
When should I print photos for an exhibition?: Send the final checked files to the printer at least 2 weeks before the opening. Keep several days for reviewing prints, framing them and correcting a colour, size or mounting problem.
When should I send invitations to a photo exhibition?: Send invitations 3–4 weeks before the opening and close registrations about 5–7 days beforehand. Use the final registration count to confirm catering, seating, tableware and printed programmes.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.