Exhibition Preparation Checklist

What the checklist covers

The checklist follows the sequence of a show. Each stage has tick boxes, and the document includes small spaces for the exhibition title, venue, dates, organiser contact and key deadlines, a notes area for venue-specific requirements, and a final check for outstanding actions and who is responsible for them.

1. Requirements and records

Confirm what the organiser has asked for, agree the accepted works, and make sure prices, dimensions, records, certificates, condition photographs and insurance are settled before anything is packed.

2. Materials and publicity

Prepare the labels, hanging tags, display sheets, inventory and images the show needs, along with the biography, statement and any poster or page image.

3. Delivery and display

Check each work, pack it properly, label the outside, confirm the delivery arrangements, keep the handover receipt and update availability when the show opens.

4. After the show

Inspect the returned work, record sales and outcomes, add the exhibition to each work's history and to your CV, follow up on enquiries and file the paperwork together.

It works the same whether you keep your records in a database, a spreadsheet or a notebook. It is a working checklist, not a guarantee of acceptance, sales, insurance cover or safe delivery, and it is not legal or insurance advice.

Inside the document

• —1. Requirements and records · 11 items
• —2. Materials and publicity · 14 items
• —3. Delivery and display · 10 items
• —4. After the show · 9 items

Related Journal guidance

The checklist condenses the full guide, which explains labelling, pricing, certificates, condition photographs, packing and post-show records in detail.

Companion resource

Stage 3 asks you to label each work before it is delivered. The Artwork Identification Label Template is the printable document for that step, with two identical labels per A4 page for the reverse of exhibited work.