What you need for a photo exhibition

A photo exhibition needs more than printed images and empty walls. You will need a reliable way to display each photograph, label the work, guide visitors and keep the room well lit. Plan equipment for presentations or screenings separately, including power strips and extension cords. This shopping list also covers practical details people often leave until the final day, such as pens for the guest book, coat hangers and materials for price lists or information boards.

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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
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- White wine - 6 bottles
- Red wine - 3 bottles
- Beer - 48 bottles
- Alcohol-free beer - 12 bottles
- Baguettes - 8 pieces
- Cream cheese - 4 tubs
- Hummus - 4 tubs
- Young cheese - 1,5 kilo
- Smoked chicken breast - 1 kilo
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Olives - 4 jars
- Mixed nuts - 2 kilos
- Cookies - 6 packs
- Brownies - 60
- Napkins - 200 pieces
- Stirrers - 100 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Sponges - 6 pieces

Tips

Order prints early enough to allow for reprints: check every image file before placing the final print order, then collect the prints before the venue opens.
Plan one display method for each photograph. Frames, passe-partouts, photo hooks and hanging wires need to match the selected sizes, so buy or reserve them only after the final selection is confirmed.
Use exhibition spotlights or LED lamps to light the photographs evenly, and test them in the venue at least one day before opening. Bring extension cords and power strips for equipment that cannot be placed near a socket.
Prepare labels, captions, price lists and directional signs before the installation day. Keep spare paper, a pen set and information boards available for last-minute corrections.
Count visitor-facing furniture as well as display materials. Tables, chairs, stools, coat racks and clothes hangers are easy to overlook when the floor plan is focused mainly on the photographs.

Frequently asked questions

What do I need to buy for a photo exhibition?: Plan for prints, frames or display stands, passe-partouts, photo hooks, hanging wires, wall labels, information boards and directional signs. You may also need exhibition spotlights, LED lamps, a guest book, pens, tablecloths and flower arrangements.
How many photo hooks and hanging wires do I need?: Allow at least one complete hanging set per framed photograph, plus 10% spare parts. For example, an exhibition with 30 framed images needs 33 hooks and 33 hanging wires if each frame uses one of each.
When should I order prints for a photo exhibition?: Place the print order after the final image selection and file check, ideally at least 7 to 10 days before opening. That leaves time to inspect the prints and replace damaged or incorrectly sized copies.
How much lighting do I need for a photo exhibition?: Provide at least one adjustable exhibition spotlight or LED lamp for each display area, then check for glare and dark corners during setup. Test all lighting and extension cords at least one day before visitors arrive.

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