School exhibition checklist: what to arrange and when

A school exhibition needs more than displays and artwork. You need a clear program, a complete list of participants and projects, visitor information, suitable presentation materials, and a room that is ready before guests arrive. Start with the venue, theme, and program, then work through registrations, captions, catering, equipment, and signage. This checklist keeps the planning sequence clear and helps you catch details that are often left until the last 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 the theme and program
3 people
Inventory participants and artworks
2 people
Reserve the exhibition venue
Create the room setup plan
2 people
Design invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Determine catering quantities
2 people
Order catering
Reserve technical supplies
Check projects
3 people
Label the projects
2 people
Write captions
3 people
Create a visitor map
2 people
Make route and hall signs
2 people
Print the program
2 people
Print the visitor list
Do the shopping
3 people
Bring artworks to the venue
4 people
Check venue and toilets
2 people
Set up tables and chairs
4 people
Set up exhibition panels
4 people
Place tablecloths
2 people
Sort pieces by theme
4 people
Hang projects
4 people
Place artwork on tables
3 people
Attach captions
3 people
Aim lighting at the exhibits
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 coffee and tea
2 people
Arrange snacks on platters
3 people
Prepare name stickers
Clear the safety route
2 people
Restock toilets
Brief reception team
3 people

Event

Open the doors
2 people
Register visitors
2 people
Hand out programs
Direct visitors to halls
2 people
Present the projects
4 people
Serve catering
3 people
Refill drinks
2 people
Refill snacks
2 people
Collect tableware
2 people
Empty trash bins
Guard the exhibition
2 people
Guide the photo moment
Answer visitor questions
2 people
Inform last visitors
2 people
See visitors out
2 people

Aftercare

Carefully remove the workpieces
4 people
Take down panels and decorations
4 people
Clean up catering
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Sort and remove waste
2 people
Clean the rooms
3 people
Clean the restrooms
2 people
Collect lost and found items
Count and pack materials
3 people
Return artworks
4 people
Return borrowed materials
2 people
Store leftovers
2 people

What to bring

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

Furniture

Tablesqty 18
Chairsqty 40
Exhibition panelsqty 12
Tableclothsqty 8
Stoolsqty 6

Presentation

Presentation boardsqty 20
Photo framesqty 30
Project display standsqty 20
Clipboardsqty 6
Notice boardsqty 6
Acrylic holdersqty 24
Jewelry standsqty 6
Sculpture basesqty 8
Display casesqty 2
Trays for labelsqty 6

Decorations

Buntingqty 8
Flagsqty 6
Artificial plantsqty 8
Decorative clothsqty 6
Vasesqty 10
LED candlesqty 20
Photo booth accessories

Lighting

LED spotlightsqty 8
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 20

Equipment

Laptopqty 2
Screensqty 2
Projector
Projection screen
HDMI cablesqty 3
USB sticksqty 3
Power banksqty 4

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 6
Measuring cupsqty 2
Water jugsqty 6

Registration

Registration table sign
Visitor badge holdersqty 100
Pensqty 20
Clipboardsqty 6
Name label sheetsqty 10

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning bucketsqty 3
Mopsqty 3
Vacuum cleaner
Broom setsqty 2
Microfiber clothsqty 12
Toilet brushesqty 2

Safety

Cable coversqty 12
Warning signsqty 4
Work glovesqty 8

Catering

Groceries

Tips

Check every project before it reaches the venue. Confirm the student or participant name, title, display format, caption, and any technical requirement so labels do not have to be rewritten during setup.
Plan the visitor route before placing panels, tables, or display stands. Mark entrances, exits, toilets, and areas needing power, then prepare hall signs and a visitor map from that layout.
Order catering only after registration numbers and dietary requirements are processed. Recheck the final count 3–5 days before the exhibition and keep a written list of dietary needs for the person serving food.
Test screens, laptops, projectors, projection screens, LED spotlights, extension cords, and power strips at the venue. Do this at least one day before opening, with the actual files and cables you will use.
Reserve setup time instead of treating it as a quick final task. Allow at least 2–3 hours to arrange tables, chairs, panels, tablecloths, artwork, labels, lighting, and signs, then walk through the exhibition as a visitor.

Frequently asked questions

How far in advance should I plan a school exhibition?: Start planning at least 6–8 weeks before the exhibition. Reserve the venue and set the theme and program first, then allow time for registrations, artwork checks, printing, catering, and technical testing.
When should invitations for a school exhibition be sent?: Send invitations 3–4 weeks before the event and keep registration open for about 10–14 days. Confirm the final visitor estimate and dietary requirements before ordering catering.
How long does it take to set up a school exhibition?: Allow 2–3 hours for a small exhibition and longer if you are using several panels, displays, or technical installations. Bring the artwork to the venue before setup begins so the room layout can be completed without interruptions.
What should I check the day before a school exhibition?: Check the venue, toilets, route signs, artwork labels, visitor list, printed program, catering delivery, and all technical equipment one day before opening. Test every screen or projector with the files you plan to show.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.