Photo exhibition checklist: what to arrange and when

A photo exhibition depends on more than choosing the images. You need enough time for rights agreements, printing, framing, captions, lighting, invitations, and the final room setup. Start with the theme, venue, date, and participating photographers, then work toward production and guest logistics. This checklist follows that order and highlights details that are often left until the last week, such as label holders, name badges, dietary requirements, extension cords, and chilled drinks.

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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

Determine theme and selection
2 people
Set the venue and date
Confirm participating photographers
2 people
Record photo rights agreements
2 people
Develop exhibition layout
2 people
Determine photo formats and quantities
2 people
Order photo prints and frames
Design the invitation and poster
Open the registration form
Send invitations
2 people
Distribute posters
2 people
Process registrations
Collect dietary requirements
Order catering and pastries
Write photo captions
2 people
Create name badges and signage
2 people
Check lists and printouts
2 people
Purchase supplies
2 people
Collect photos and materials
2 people
Update guest list and badges
Do the shopping
2 people
Chill drinks
2 people
Prepare Snacks and Pastries
3 people
Sort materials by room
2 people
Clean the venue beforehand
2 people

Event

Set up tables and chairs
4 people
Hang up the photos and lists
4 people
Place Captions and Signs
2 people
Check lighting and cables
2 people
Set up the reception table
2 people
Set out snacks and drinks
3 people
Prepare coffee and tea
2 people
Receive and register guests
3 people
Give the photo tour
2 people
Serve snacks and pastries
2 people
Refill drinks
2 people
Answer visitor questions
2 people
Track the guestbook and sales
See off the last visitors
2 people

Aftercare

Delete photos and lists securely
4 people
Wash dishes
3 people
Collect and remove waste
2 people
Clean the venue
3 people
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
Reception desk
Exhibition plinthsqty 6
Coat racksqty 2

Presentation

Photo framesqty 40
Photo printsqty 40
Passe-partoutsqty 40
Label holdersqty 40
Wall hooksqty 80
Removable mounting tapeqty 4
Guest book
Ballpoint pensqty 6
Clipboardsqty 2
Name badgesqty 70
Information boardsqty 6

Lighting

LED spotlightsqty 12
Extension cordsqty 6
Power stripsqty 6

Tableware

Wine glassesqty 80
Water glassesqty 80
Coffee cupsqty 40
Cake platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Serving tongsqty 6

Decorations

Tableclothsqty 6
Vasesqty 6

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Allow at least 6–8 weeks for a small exhibition so photographers can confirm participation and you have time to record photo rights agreements before ordering prints.
Decide the number, format, and frame size of every image before ordering. Add 10% spare prints or mounting materials if the budget and production method allow it.
Create the layout on paper before installation, including tables, plinths, the reception desk, coat racks, and walking space. Mark each wall position so photos, captions, and information boards can be installed quickly.
Treat captions and signage as production items, not last-minute text. Finish the captions at least 7 days before opening and print a complete set of labels, badges, and guest-list sheets.
Check technical and hospitality details during the final venue visit: test LED spotlights and extension cords, chill drinks several hours ahead, and prepare glasses, coffee cups, plates, and serving trays before guests arrive.

Frequently asked questions

How long does it take to organize a photo exhibition?: Allow 6–8 weeks for a small exhibition with several photographers. Use the first 1–2 weeks for the theme, venue, date, participation, and rights; reserve the final week for prints, labels, room setup, and guest logistics.
When should I order photo prints and frames for an exhibition?: Order them at least 3 weeks before opening, once the image list, formats, and quantities are confirmed. Keep 5–7 days for delivery, checking damaged items, and arranging the photos in their frames.
How many photos should be displayed in a photo exhibition?: Plan the number from the available wall space and viewing distance rather than choosing a fixed total. Leave roughly 50–100 cm between framed works where possible, then confirm the final quantity after making the layout.
When should invitations and posters go out for a photo exhibition?: Send invitations 3–4 weeks before the opening and distribute posters at least 2 weeks beforehand. Close or review registrations 5–7 days before the event so you can update badges, catering quantities, 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.