What you need for a photo exhibition

A photo exhibition needs more than printed photographs and frames. You also need a reliable way to hang and label every image, light the exhibition area, guide visitors and protect the work during transport. Plan furniture for registration, information and catering separately from the display equipment. Check quantities against the floor plan, photo sizes and expected attendance before buying or collecting anything.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 40
Bar stoolsqty 4
Registration desk
Information desk
Catering tableqty 2
Coat racksqty 2
Waste binsqty 4

Presentation

Exhibition wallsqty 12
Photo framesqty 40
Passe-partoutsqty 40
Photo hooksqty 50
Hanging railsqty 24
Caption cardsqty 40
Info panelsqty 4
Photo panelsqty 4
Portfolio holdersqty 4
Plastic protective coversqty 40
Packaging cardboardqty 40
Bubble wrapqty 2

Equipment

LED spotlightsqty 12
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 12
Microphone
Speakersqty 2
Microphone stand
Laptop
Presentation screen
Power banksqty 2
Flashlightsqty 2

Tableware

Glassesqty 80
Coffee cupsqty 50
Tea glassesqty 30
Cake platesqty 80
Teaspoonsqty 50
Serving traysqty 6
Serving tongsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Water jugsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Ice packsqty 12

Decorations

Entrance signsqty 2
Directional signsqty 6
Tableclothsqty 4
Flower arrangementsqty 4
Poster puttyqty 4
Barrier tapeqty 2

Registration

Attendance listsqty 4
Pensqty 20
Name badgesqty 100
Badge holdersqty 20
Guest book
Wristbandsqty 100

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 3

Catering

Groceries
- Coffee - 4 packs
- Tea bags - 100 pieces
- Decaf coffee - 1 pack
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 2 kilograms
- Mints - 1 box
- Lemons - 12 pieces
- Still Water - 48 bottles
- Sparkling water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Bitter lemon - 6 bottles
- Ice cubes - 10 kilograms
- Butter - 500 grams
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Hummus - 1.5 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 1,5 kilogram
- Brie - 1 kilogram
- Smoked chicken breast - 750 grams
- Vegetarian tapenade - 750 gram
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 2 kilogram
- Apples - 30 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty sticks - 4 bags
- Mixed nuts - 4 bags
- Mini cookies - 6 packs
- Brownies - 80 pieces
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Wooden stirring sticks - 150 pieces
- Cocktail picks - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Disinfectant wipes - 4 packs
- Paper towels - 6 packs

Tips

Measure every exhibition wall and record the number and size of photographs before ordering frames, passe-partouts or hanging rails. Keep a small spare supply of hooks and fastening materials for last-minute changes.
Prepare one complete display set for each photo: frame or panel, passe-partout if required, caption card and the correct hanging hardware. Store labels in route order so volunteers can place them without guessing.
Count LED spotlights by wall section rather than by room. Test extension cords, power strips and cable mats in the exhibition area before opening, and keep cables out of visitor routes.
Set aside protective covers, packaging cardboard and bubble wrap before the photographs arrive. Pack each work by size and label the outside of every package so transport and unpacking take less time.
Separate visitor furniture from presentation furniture: registration and information desks, catering tables, coat racks and waste bins should not block the exhibition route. Add chairs or bar stools only where the floor plan leaves clear passage space.

Frequently asked questions

What do I need to buy for a photo exhibition?: You need display items such as frames, passe-partouts, photo hooks, caption cards and information panels, plus lighting, cables and protective packing materials. The exact quantity depends on the number and sizes of photographs in your floor plan.
How many frames do I need for a photo exhibition?: Plan one frame or display panel for each photograph that will be shown, unless several photographs are intentionally grouped in one frame or panel. Record the size and quantity of every work before ordering, then keep a few hooks and fastening materials as spares.
How much lighting is needed for a photo exhibition?: Count LED spotlights by display section and test their position on the actual walls before opening. Allow enough extension cords, power strips and cable mats to reach every section without cables crossing visitor routes.
What should I use to transport exhibition photographs safely?: Use packaging cardboard, bubble wrap and plastic protective covers suited to the size of each work. Pack and label the photographs before transport; allow at least one separate packing session so unpacking does not happen during setup.

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