What you need for a photo exhibition

A photo exhibition needs more than printed images and frames. You will also need the right display materials, clear captions, suitable lighting and enough equipment for guests, refreshments and payments. Use the exhibition plan below as your working checklist, then adjust quantities to the number of photographs, visitors and hours. Arrange fragile prints, frames and chilled catering separately so they arrive safely and are ready when the venue opens.

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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
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Still water - 10 bottles
- Sparkling water - 10 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Alcohol-free wine - 6 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Toast rounds - 8 packs
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Young cheese - 2 kilos
- Ham - 1 kilo
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Mini raisin buns - 80 pieces
- Butter cookies - 6 packs
- Gluten-free crackers - 3 packs
- Vegan cookies - 3 packs
- Paper napkins - 6 packs
- Coffee stirrers - 2 boxes
- Cocktail sticks - 2 boxes
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 4 packs
- Cleaning wipes - 2 packs
- Nitrile gloves - 1 box
- Aluminum foil - 1 roll

Tips

Count one frame, passe-partout and caption for every photograph, plus at least 5% extra prints or captions in case of damage or last-minute changes. Order these materials at least 2–3 weeks before the exhibition.
Allow 1 chair for every seated guest and about 1 table for every 8–10 guests if refreshments are served. Add high tables or stools only where they will not block the viewing route or wall layout.
For coffee and pastries, plan 2 cups, 2 glasses and 1 plate per expected guest, then add 10% spare tableware. One serving tray per refreshment station keeps queues away from the photographs.
Provide one LED spotlight for each dark or prominently displayed work, and test the lighting after the exhibition walls and frames are in place. Keep extension cords, power strips and cable trays available for safe equipment setup.
Bring a laptop, presentation screen and card reader only if they are part of the programme or sales process. Pack cables and chargers in one labelled container, and test every device at the venue at least 2 hours before opening.

Frequently asked questions

How many frames do I need for a photo exhibition?: You need one frame for every photograph you plan to hang, matched to the print size and passe-partout. Order at least 5% extra frames or confirm a replacement plan if the exhibition includes more than 20 works.
How many prints should I order for a photo exhibition?: Order one final print per displayed work, plus 1–2 spare prints for every 20 photographs. Keep the spare prints flat and protected from moisture until the layout is confirmed.
How much tableware do I need for an exhibition opening?: Allow two cups, two glasses and one plate per guest, with 10% extra for breakage and quick replacement. For pastries, provide one pastry fork and one teaspoon per guest if both are being served.
When should I buy supplies for a photo exhibition?: Buy or order frames, passe-partouts, prints, hooks and signage 2–3 weeks before opening. Purchase fresh catering and chilled items 1 day before the event, then store them chilled until setup.

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