Photo Festival Checklist and Planning Guide

A photo festival needs more than a date, a room and a collection of prints. You need to coordinate photographers, exhibitors, programme details, registrations, catering, equipment and the exhibition layout before visitors arrive. Start with the programme and venue, then confirm contributors and materials, and leave enough time to check every print, caption and presentation. This checklist follows the practical sequence from first arrangements through opening-day setup.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the festival date and program
2 people
Confirm photographers and exhibitors
2 people
Check venue and rooms
2 people
Make reservations for materials
Send invitations
2 people
Publish the festival page
Process registrations
2 people
Collect dietary requirements
Print the program and floor plan
2 people
Check exhibition list
2 people
Receive photo work digitally
2 people
Check prints and captions
2 people
Order catering
Test equipment and presentations
2 people
Create volunteer instructions
Prepare signage
2 people
Do the shopping
2 people
Receive prints and materials
3 people
Chill drinks
2 people
Clear exhibition space
3 people
Set up tables and chairs
4 people
Set up exhibition walls
4 people
Hang lighting
3 people
Hang photo works
4 people
Add captions
2 people
Set up workshop tables
3 people
Set up the presentation area
3 people
Set up projector and screen
2 people
Connect sound equipment
2 people
Set up registration desk
2 people
Prepare programs and badges
2 people
Build the catering buffet
3 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Check safety and escape routes
2 people
Hold team briefing
8 people

Event

Open the doors
2 people
Register visitors
3 people
Welcome visitors
2 people
Explain the exhibition
3 people
Facilitate the workshop
2 people
Host lecture
2 people
Moderate the panel discussion
3 people
Assist photographers
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Oversee technical support during the program
Answer visitor questions
2 people
Collect photo contest votes
2 people
Support awards ceremony
3 people
Inform last visitors
2 people
See visitors out
2 people

Aftercare

Pack exhibition works safely
4 people
Switch off equipment
2 people
Clean up catering
3 people
Wash dishes
3 people
Take down tables and chairs
4 people
Dismantle exhibition walls
4 people
Clean the venue
4 people
Dispose of waste
2 people
Return borrowed materials
2 people
Call to follow up on undelivered materials
Collect lost and found items
Hand over photo works to exhibitors
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Registration desk
Exhibition wallsqty 16
Stoolsqty 12
Coat racksqty 3
Waste binsqty 8
Tableclothsqty 8

Tableware

Reusable cupsqty 150
Wine glassesqty 100
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Coffee cupsqty 80
Serving traysqty 10

Equipment

Projector
Projection screen
Laptopsqty 2
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 4

Lighting

LED spotlightsqty 12
String lightsqty 6
Standing lampsqty 4

Decorations

Photo framesqty 40
Photo storage systemsqty 4
Table décorqty 12
Welcome sign
Directional signsqty 12
Photography backdropsqty 3
Ornamental plantsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Pliersqty 8
Ice packsqty 20
Water jugsqty 8

Registration

Badge holdersqty 150
Pensqty 30
Clipboardsqty 6
Guest bookqty 2
Ballot boxesqty 3

Workshop materials

Camerasqty 10
Tripod setsqty 10
Memory cardsqty 12
Cable tensionersqty 6
Reflectorsqty 6
Notepadsqty 30
Pencilsqty 30
Printer paperqty 250
Writing boardsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Towel dispensersqty 4

Other

Barrier tapeqty 2
Cable traysqty 12
Cable tiesqty 200
Duct tapeqty 6
Measuring tapesqty 2
Step laddersqty 2
Tool casesqty 2
Transport boxesqty 20
Hand-held fire extinguishersqty 4

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Confirm which rooms are available, where the exhibition walls will go and whether presentations need a projector, screen, speakers or microphones.
Ask photographers and exhibitors for digital files and print details early enough to check names, captions and image quality before anything is displayed. Keep a final exhibition list so missing or incorrect work is easy to spot.
Close registrations with enough time to collect dietary requirements and place the catering order. For a reception, plan roughly two to three drinks per person for the first hour, then adjust for the length of the programme.
Test every presentation setup before the festival, including laptops, USB sticks, extension cords, power strips, the mixer and microphones. A short full-system test catches missing adapters, audio problems and incompatible files earlier than testing items separately.
Reserve time on the final setup day for clearing the exhibition space, arranging tables and chairs, hanging lighting and photo works, and adding captions. Put signage, the registration desk, coat racks and waste bins in place before visitors begin arriving.

Frequently asked questions

How far in advance should I organise a photo festival?: Start at least 8 to 12 weeks ahead for a small festival, especially if photographers, exhibitors and printed work are involved. Confirm the date, programme and venue first, then allow time for invitations, registrations, printing and material reservations.
When should I ask photographers for their photos and captions?: Set a submission deadline at least 3 to 4 weeks before the festival. This gives you time to check the digital files, review prints and captions, and replace or correct anything before the exhibition is installed.
How much time do I need to set up a photo exhibition?: Allow at least 4 to 6 hours for a modest exhibition with walls, lighting, framed work and captions. Add more time if tables, chairs, projection equipment, catering areas or several rooms must be arranged.
How many drinks should I prepare for a photo festival?: For the first hour, allow about 2 to 3 drinks per guest, then roughly 1 drink per person per additional hour. Include water and non-alcoholic options, and chill drinks before guests arrive rather than during setup.

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