Photo exhibition checklist: what to arrange and when

A photo exhibition involves more than printing photographs and putting them on the wall. You need to measure the venue, confirm photographers, plan the layout, order frames and prints, and prepare visitor registration. Start with the space and exhibition concept, then work towards production, promotion and installation. This checklist brings the 57 tasks and 41 items together so you can see what needs arranging before opening day and what is easy to leave too late.

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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

Inspect and measure the venue
2 people
Reserve venue
Define the exhibition theme
2 people
Confirm participating photographers
2 people
Collect photo works and dimensions
2 people
Create the exhibition layout
2 people
Order photo prints
Order photo frames
Write texts for wall labels
2 people
Design invitations
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Reserve catering and tableware
Reserve rental equipment
Place promotion
2 people
Check proof prints
2 people
Print wall texts and labels
Print program and route map
Update guest list
Inform photographers about the schedule
Prepare name badges
Set up guest book and registration
Test technology and presentation
2 people
Pick up photo prints and frames
2 people
Check prints and lists
2 people
Frame the photos
3 people
Do the shopping
2 people
Clean the venue
2 people
Chill drinks
2 people
Prepare snacks
3 people
Bring setup materials to the venue
3 people

Event

Set up exhibition walls
4 people
Hang up photos
4 people
Attach wall labels
2 people
Adjust the lighting
2 people
Set up the reception table
2 people
Set up catering
3 people
Staff the registration desk
2 people
Welcome visitors
2 people
Brief photographers and staff
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check exhibition spaces
2 people
Restock guestbook and materials
See off the last visitors
2 people

Aftercare

Clean up catering
3 people
Take down photos and lists
4 people
Dismantle exhibition walls
4 people
Collect and sort waste
2 people
Clean the venue
3 people
Inventory and pack materials
3 people
Return rental items
2 people
Clear away leftover catering
2 people
Archive the guest list and registrations

What to bring

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

Furniture

Exhibition wallsqty 6
Tablesqty 6
Chairsqty 40
Reception desk
Coat racksqty 2
Waste binsqty 4
Easelsqty 4

Equipment

Laptop
Projector
Projection screen
Tablet for registration
Payment terminal
Extension cordsqty 6
Power stripsqty 6
Hanging setsqty 50
Spirit levelqty 2
Cordless drill

Decorations

Photo printsqty 40
Photo framesqty 40
Passe-partoutsqty 40
Wall labelsqty 40
Wall Textsqty 6
Directional signsqty 8
Tableclothsqty 6
Name badgesqty 50
Guest book
Pensqty 12

Tableware

Glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6
Serving tongsqty 4
Thermos flasksqty 4

Lighting

LED spotlightsqty 8
Spare batteriesqty 24

Cleaning

Broomqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Bucketsqty 2

Catering

Groceries

Tips

Measure the venue before ordering prints, frames or exhibition walls. Record wall lengths, ceiling height, power points and the route visitors will take, then use those measurements for the exhibition layout.
Confirm each photographer’s participation before sending work to print. Collect the final image files, print dimensions and captions in one place, because a late change can affect the frame order and wall labels.
Allow time for proof prints and label corrections. Check names, titles, dates and dimensions before printing the final wall texts, labels, programme and route map.
Open registration early enough to process responses and collect dietary requirements before booking catering. Update the guest list regularly and prepare name badges from the final version rather than an older export.
Test the projector, presentation, laptop, registration tablet and payment terminal before installation day. Also check extension cords and power strips in the actual room, not only at home, so technology does not block the visitor route.

Frequently asked questions

How far in advance should I plan a photo exhibition?: Allow at least 8 to 12 weeks for a small exhibition. That gives you time to reserve the venue, confirm photographers, collect image dimensions, order prints and frames, send invitations, and correct proof prints before installation.
How many photos do I need for a photo exhibition?: The number depends on the available wall space and the final print sizes. Measure the venue first, then leave roughly 10 to 20 centimetres between framed works so labels and visitor movement do not make the display feel crowded.
When should I order photo prints and frames?: Order them after the photographers have confirmed the final files and dimensions, usually 3 to 5 weeks before opening. Request proof prints before the final production run so colour, cropping and text can still be corrected.
When should invitations go out for a photo exhibition?: Send invitations about 3 to 4 weeks before the opening, with registration available at the same time. Close or review registrations several days beforehand so you can finalise catering, name badges, seating and the guest list.

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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.