What you need for a photo exhibition

A photo exhibition needs more than prints and frames. You’ll also need the equipment to hang work safely, supplies for labels and wayfinding, and a simple setup for welcoming visitors. Plan quantities from the number of photographs, guests and display areas: allow one label per work, one name badge per participant, and enough cups and plates for the full guest count. Check electrical and hanging supplies before installation day, when missing items are hardest to replace.

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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
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee biscuits - 6 packs
- Butter cookies - 4 packs
- Mini currant buns - 60 pieces
- Mini croissants - 60 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted crackers - 4 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Grapes - 4 kilos
- Apples - 40 pieces
- Mini cucumbers - 3 packs
- Cherry tomatoes - 3 kilos
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 8 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 6 pieces
- Ice cubes - 6 bags
- Napkins - 6 packs
- Cocktail sticks - 2 boxes
- Disposable water cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Toilet paper - 24 rolls

Tips

Order prints, frames and passe-partouts only after you have confirmed each photograph’s final dimensions. Keep one spare label and a small number of extra hanging sets for last-minute changes or damaged materials.
For registration, prepare one tablet, payment terminal, guest book and at least two pens. Add one name badge for every photographer, organiser and volunteer, plus a few blanks for unexpected guests.
Count display furniture by area rather than by room: each exhibition wall, easel or table needs a defined position on the layout. Bring a spirit level, cordless drill and enough extension cords and power strips before setup begins.
Print one wall label for every exhibited work, plus directional signs for entrances, toilets and the registration desk. Print the programme and route map only after the layout and photographer schedule are final.
For catering, count glasses, coffee cups and plates against the confirmed guest list, then add roughly 10% spare tableware. Reserve tables, chairs, tablecloths, coat racks and waste bins early if the venue does not provide them.

Frequently asked questions

What do I need to buy for a photo exhibition?: Start with the photo prints, frames and passe-partouts, then add hanging sets, labels, wall texts and directional signs. You will also need display and reception equipment such as tables, a registration tablet, a guest book and pens. The exact quantity depends on the number of works and guests.
How many frames and labels do I need for a photo exhibition?: Plan one frame and one wall label for every photograph on display. Order a few extra labels and hanging sets if the exhibition may change after the final layout or if several works have unusual dimensions.
How much tableware do I need for a photo exhibition opening?: Provide at least one glass per guest and enough coffee cups and plates for the planned catering service. Add about 10% spare tableware, so an opening for 50 guests requires approximately 55 of each regularly used item.
When should I order photo exhibition supplies?: Order prints and frames after all image dimensions are confirmed, and allow enough lead time for proof checking and corrections. Arrange rental furniture, hanging equipment and tableware before the final week, then check every item against the layout before installation day.

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