Art exhibition checklist for artists

Four to eight weeks before opening

• Read the organiser’s delivery, hanging, framing and insurance requirements.
• Confirm exactly which works are included.
• Create one master artwork list with titles, medium, dimensions, prices and status.
• Decide whether you need wall prices, a separate price list, QR links or both.
• Check image and publicity deadlines.
• Record collection arrangements for the end of the show.

Two weeks before opening

• Freeze artwork titles and dimensions unless a genuine correction is needed.
• Generate wall labels and a matching price list from the same records.
• Test every QR destination on a phone.
• Photograph artwork condition before transport.
• Prepare wrapping, labels, fixings and a basic installation kit.
• Confirm which pieces are already sold or reserved.

Installation day

• Hang the work before placing labels so positions are final.
• Keep label height and spacing consistent.
• Check that titles and catalogue numbers match the correct artwork.
• Test QR codes in the actual lighting and mobile-signal conditions.
• Place the price list where visitors can find it without asking.
• Take installation photographs before the opening.

Opening and sales

Keep a simple record of enquiries, reservations and sales. If a status changes, update the master list first; any replacement printout should come from that same source. This is where a compact exhibition-specific inventory is more useful than several disconnected files.

After the exhibition

• Confirm collection or delivery for every work.
• Record final sold/reserved/available status.
• Keep a copy of the final price list and exhibition inventory for your records.
• Save installation photographs and publicity links.
• Follow up serious enquiries promptly.