What you need for a school exhibition

A school exhibition needs more than tables and display boards. You will need a clear way to present different types of artwork, label every project, guide visitors through the room and provide basic lighting and power safely. This shopping list covers the physical items to buy or bring, from exhibition panels and acrylic holders to extension cords, tablecloths and signs. Check the venue before shopping so you do not duplicate furniture or equipment already available.

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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
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 4 packs
- Multifruit juice - 4 packs
- Ice cubes - 8 bags
- Mineral water for staff - 2 crates
- Coffee creamer cups - 2 boxes
- Butter - 500 grams
- Young cheese - 1 kilo
- Aged cheese - 1 kilo
- Ham - 750 grams
- Chicken breast slices - 750 grams
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 6 heads
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Gluten-free bread - 3 loaves
- Currant buns - 5 bags
- Mini croissants - 100 pieces
- Mini rolls - 120 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Rice cakes - 6 packs
- Gluten-free crackers - 4 packs
- Mini cookies - 8 packs
- Speculaas - 6 packs
- Brownies - 80 pieces
- Apple pie slices - 60 pieces
- Vegan pastries - 20 pieces
- Gluten-free pastries - 15 pieces
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Carrots - 3 kilos
- Snack cucumbers - 2 kilos
- Cherry tomatoes - 2 kilos
- Olives - 6 jars
- Pickles - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Hummus dressing - 3 bottles
- Napkins - 500 pieces
- Paper snack trays - 250 pieces
- Cocktail picks - 500 pieces
- Stir sticks - 200 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 4 rolls
- Blue trash bags - 2 rolls
- Yellow waste bags - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 4 packs
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Paper towels - 8 packs
- Latex-free gloves - 2 boxes

Tips

Plan one presentation surface or display solution for each artwork, then add at least 10% extra holders, clips or labels for last-minute additions. Use frames, stands, display cases, trays or acrylic holders according to the type and size of each project.
Count tables, chairs and stools from the room setup plan rather than estimating on the day. Keep one clear route through the exhibition and leave space around larger sculpture bases, project stands and display cases.
Prepare labels and captions before printing, with a few blank labels and spare paper for corrections. Bring clipboards, notice boards or trays for the visitor list, programme and any information that must be updated at the venue.
Check every screen, laptop and projector at least 24 hours before setup. Bring the correct extension cords, power strips and cable trays, and test that cables do not cross the visitor route or create a trip hazard.
Do not leave signs and refreshments until the final shopping trip. Allow enough time to print the programme, visitor list, route signs and hall signs, and buy catering quantities only after registrations and dietary requirements have been checked.

Frequently asked questions

What supplies do I need for a school art exhibition?: Plan for one suitable display item per artwork, plus 10% spare labels or holders. Typical needs include exhibition panels, presentation boards, frames, project stands, display cases, lighting, signs, tablecloths and visitor materials.
How many display boards do I need for a school exhibition?: Count the artworks that need wall or board space and assign each one a specific position on the room plan. Add 10% spare capacity where possible, especially if participants may submit extra work during the final week.
How many drinks and snacks should I buy for a school exhibition?: Use the confirmed registration total and catering plan rather than an early guess. For a short opening reception, allow roughly 2 to 3 drinks per visitor during the first hour, then adjust food for dietary requirements and children’s portions.
When should I buy supplies for a school exhibition?: Buy fixed display, lighting and presentation supplies at least 1 week before the exhibition. Purchase catering after registrations close, and complete the final check of labels, signs, cables and technology no later than 24 hours before setup.

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