School exhibition checklist: from first plan to opening

A school exhibition needs more than finished projects and a few tables. You need time to register and photograph each piece, write accurate captions, plan the visitor route, and prepare the room before guests arrive. This checklist puts those jobs in a practical order, from choosing the date and exhibition theme to hanging work and setting out refreshments. Use it to keep classes, displays, invitations, catering and equipment moving together instead of leaving everything until setup day.

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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 date and opening hours
2 people
Determine exhibition spaces
2 people
Set the exhibition theme
3 people
Inventory participating classes
2 people
Collect the projects
4 people
Register projects
3 people
Set damaged pieces aside
2 people
Photograph the projects
2 people
Write captions
3 people
Check name tags
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Print the visitor list
Create route map
2 people
Make reservations
2 people
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Bring projects to school
4 people
Set up tables and chairs
4 people
Set up presentation panels
4 people
Protect the walls
3 people
Hang projects
6 people
Place artwork on tables
4 people
Attach captions
3 people
Put up classroom boards
3 people
Mark entrance and exit
2 people
Hang route arrows
2 people
Set up information table
2 people
Set up registration desk
2 people
Set up the catering table
3 people
Chill drinks
2 people
Prepare the coffee and tea station
2 people
Lay out crockery and cutlery
2 people
Prepare snacks
4 people
Check toilets
2 people
Clean exhibition spaces
4 people
Check the lighting
2 people
Clear emergency exits
2 people
Display the final projects
4 people
Review captions
2 people
Brief volunteers
2 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Distribute program
2 people
Direct visitors to the route
2 people
Present the projects
4 people
Supervise children's activities
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Inspect exhibition
2 people
Repair loose labels
2 people
Inform last visitors
2 people
Guide the exit
2 people
Shield projects
3 people

Aftercare

Sort the projects
4 people
Pack up artwork
4 people
Return artworks
4 people
Clear tables and chairs
4 people
Take down presentation boards
4 people
Remove decorations
3 people
Wash dishes
3 people
Clean up catering
3 people
Collect waste
3 people
Clean rooms
5 people
Clean the restrooms
2 people
Mop floors
3 people
Return borrowed materials
2 people
Store remaining catering
2 people
Return keys and access passes
Set aside damaged materials
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Presentation boardsqty 16
Stoolsqty 8
Tablecloth tablesqty 3
High tablesqty 4

Decorations

Balloonsqty 100
Buntingqty 6
Paper rosettesqty 20
Decorative ribbonqty 4
Chalkboardsqty 8
Wayfinding signsqty 12
Table décorqty 12
Photo backdrop

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Small platesqty 60
Platesqty 100
Forksqty 100
Knivesqty 60
Teaspoonsqty 60
Serving traysqty 8
Pitcherqty 4
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Glue gunsqty 3
Laminator
Label printer
Camera

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Kitchen tongsqty 4
Serving plattersqty 10
Measuring cupsqty 2
Aluminum foilqty 2
Food storage containersqty 8
Oven mittsqty 2
Apronsqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Spongesqty 10
Rubber glovesqty 8
Waste binsqty 8

Lighting

LED lightsqty 12
Mood lightingqty 6
Battery lanternsqty 6

Catering

Groceries

Presentation

Photo framesqty 30
Clothespinsqty 100
Tie wireqty 4
Painter's tapeqty 12
Double-sided tapeqty 10
Sticky tackqty 20
Staplersqty 4
Staplesqty 8
Scissorsqty 10
Rulersqty 6
Black markersqty 20
Color markersqty 40
A4 paperqty 2
A3 paper
Name stickersqty 150
Information leafletsqty 150
Clipboardsqty 6
Notepadsqty 8
Ballpoint pensqty 30
Pen holdersqty 4

Children's activities

Drawing paperqty 500
Colored pencilsqty 12
Wascoqty 12
Markersqty 12
Coloring pagesqty 100
Aprons for childrenqty 20
Glue sticksqty 20
Children's scissorsqty 20
Paintbrushesqty 30
Poster paintqty 12
Mixing palettesqty 20
Tablecloths for craftingqty 6

Safety

Barrier tapeqty 4
Non-slip matsqty 8
Cable traysqty 12
Flashlightsqty 4
Safety vestsqty 8
First aid kit

Transport

Foldable transport cratesqty 12
Protective coversqty 20
Bubble wrapqty 2
Moving blanketsqty 12
Hand trucksqty 2

Tips

Set the date and opening hours before collecting work, then confirm which rooms are available. This gives you a fixed deadline for invitations, registrations and the final setup plan.
Register every project as it arrives and photograph it before installation. Keep damaged pieces aside rather than discovering them while you are hanging the exhibition, and use the photos to check that nothing is missing.
Write captions while the projects are still easy to identify. Check student names and name tags against your register before printing the visitor list or final display materials.
Draw the visitor route before arranging tables, presentation boards and chairs. Mark entrances, exits and wayfinding signs so visitors do not crowd narrow areas or miss a room.
Calculate refreshments from the registration count, including dietary requirements, before shopping. Check that coffee machines, kettles, thermos flasks, cups, serving trays and extension cords are ready for the opening time.

Frequently asked questions

How far in advance should I organise a school exhibition?: Start the main plan at least 4 to 6 weeks before opening. Set the date, rooms and theme first, then allow time for collecting projects, writing captions, sending invitations and preparing the displays.
When should school exhibition projects be collected?: Set a collection deadline 7 to 10 days before the exhibition. That leaves time to register and photograph the work, set damaged pieces aside, check name tags and resolve missing projects before installation.
How many tables and presentation boards do I need for a school exhibition?: Count the projects and group them by class or theme before deciding. Allow one presentation area for each display group, plus clear space for the visitor route, refreshments and seating; final quantities depend on the project sizes and rooms available.
When should I send school exhibition invitations?: Send invitations about 2 to 3 weeks before the opening, with the date, opening hours and registration details. Set a reply deadline several days before the event so you can print the visitor list and calculate catering quantities.

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