What you need for a photo exhibition

A photo exhibition needs more than prints and frames. You also need a clear way to display captions, light the work, welcome guests and serve drinks and pastries without interrupting the viewing experience. Use the exhibition layout to calculate quantities before buying: count one frame, label holder and wall hook per displayed photo, then add spares. Check which furniture and tableware the venue already provides at least two weeks before opening.

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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
- Coffee - 2 packs
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted crackers - 4 packs
- Olives - 4 jars
- Mixed nuts - 3 bags
- Grapes - 4 kilos
- Apples - 40 pieces
- Mini quiches - 80 pieces
- Wraps - 80 pieces
- Cheese cubes - 2 kilos
- Baguettes - 8 pieces
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Butter - 2 packs
- Cake - 6 pieces
- Apple pie - 4 pieces
- Gluten-free cookies - 3 packs
- Vegan Muffins - 24 pieces
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Order photo prints, frames and passe-partouts only after the final selection and formats are confirmed. Buy at least 5–10% extra mounting supplies, such as hooks and removable tape, because walls and frame weights rarely behave exactly as planned.
Plan lighting from the room layout, not from the number of photos alone. Allow one LED spotlight per focal display or small group, then check that you have enough extension cords and power strips to reach every wall without creating trip hazards.
Prepare one label holder and one printed caption for every photograph, plus 10% spare labels for last-minute changes. Keep information boards separate from individual captions so visitors can understand the exhibition without asking for explanations.
For the reception area, allow one name badge and one pen per registered guest, then add 10 spare badges and 2 extra pens. Put the guest book, clipboards and ballpoint pens at the entrance before guests arrive, rather than leaving them in the storage area.
Confirm catering quantities after registrations close and include dietary requirements in the final order. Chill drinks 4–6 hours beforehand, and set out wine glasses, water glasses, coffee cups, cake plates, cutlery and serving utensils at least 30 minutes before opening.

Frequently asked questions

How many frames do I need for a photo exhibition?: Count one frame for each photograph displayed, including works in grouped layouts. Add 5–10% extra frames or alternative sizes if the final selection may change or if a frame could be damaged during transport.
How many spotlights are needed for a photo exhibition?: Start with one LED spotlight for each focal wall or small group of photographs, then adjust after a test installation. Check the room at least 24 hours before opening so glare, shadows and cable placement can be corrected.
When should I order photo prints and frames?: Place the order at least 2–3 weeks before the exhibition opening. This leaves time to check colour, size and damage, and to replace an incorrect print or frame before installation.
How much tableware do I need for the opening reception?: Provide at least one glass or cup per expected guest for each drink service, plus 10% spare. For a 40-person reception, prepare at least 44 wine glasses and water glasses, along with enough coffee cups, plates and cutlery for the planned catering.

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