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Organize an Art Exhibition That Guests Will Remember

From first idea to RSVPs and who brings what, plan your art exhibition smoothly with Fiestukis.

Step-by-step guide to organize an art exhibition

  1. Define the concept, date, place and guest list — Decide what kind of art exhibition you want: solo show, group show, student work, or a relaxed art party at home. Choose a date, time slot (for example 18:00–21:00) and location that match your concept, whether it’s a living room, studio, gallery or café. Estimate how many guests you want to invite and then create the event in Fiestukis so you have one clear place for all details, invitations and shared planning.
  2. Plan the artworks and layout — Make a list of the artists and artworks that will be shown, including sizes and how they will be displayed (wall, easel, table, pedestal). Sketch a simple layout of the space so you know where each piece will go and how people will move through the exhibition. Use Fiestukis to share this plan with participating artists so they know what to bring and when to deliver their work.
  3. Sort out equipment, lighting and presentation — Check what you need to properly present the art: nails, hooks, tape, easels, frames, labels, extension cords, spotlights or tablecloths. Create a “bring something” list in Fiestukis for practical items so artists and friends can volunteer to bring tools, ladders, extra lamps or even a portable speaker for background music. Don’t forget small details like printed labels with titles, artist names and prices if works are for sale.
  4. Organize food, drinks and atmosphere — Decide what kind of refreshments fit your art exhibition: simple wine and snacks, non-alcoholic drinks, finger food or even a themed buffet. In Fiestukis, set up a shared list for drinks, snacks and disposable cups/plates so guests can choose what to bring and you avoid duplicates. Think about the mood: background playlist, candles or fairy lights, and a small welcome table with a guestbook or contact list for the artists.
  5. Send invitations and manage RSVPs — Write a short, clear invitation that explains the concept of the art exhibition, date, time, address and any dress code or theme. Share your Fiestukis event link so guests can RSVP easily and see all the details in one place. Use the event page to post updates, like parking info, last-minute changes or a reminder to sign up on the “bring something” list.
  6. Set up the space and host the art show — On the day of the exhibition, arrive early to hang the artworks, adjust lighting, set up the food and drinks area and test the music. Keep Fiestukis handy to check who is bringing what and coordinate any last-minute help from friends. During the event, welcome guests, introduce artists, encourage people to sign the guestbook, and take photos you can later share through your Fiestukis event page.

Complete guide to hosting an art exhibition with shared planning

It depends on the size of your space and how long you want guests to stay. In a small living room or studio, 10–20 pieces are usually enough to feel full but not overwhelming. In a larger gallery or hall, you can go higher, but always leave breathing room between works so people can look comfortably.

Make a simple list of artworks and measurements, then share it through your Fiestukis event so everyone involved can see what will be displayed and avoid overcrowding the walls.

Choose easy finger foods that guests can eat standing up without making a mess near the artworks. Think cheese and crackers, olives, nuts, vegetable sticks with dips, mini sandwiches or bite-sized desserts. For drinks, offer a mix of wine, soft drinks and water; you can add a simple signature cocktail if you like.

Use the Fiestukis “bring something” list to divide snacks, drinks and disposable cups/plates among guests. This way you avoid ten bottles of the same wine and no water, and everyone contributes a little.

You can give a home art exhibition a professional touch with a few simple details:

  • Print clean labels with artwork titles, artist names and prices (if applicable).
  • Use consistent frames or similar hanging systems instead of random hooks.
  • Adjust lighting so each piece is clearly visible without harsh glare.
  • Prepare a small welcome table with a guestbook, business cards or social media handles.

Share a schedule and setup tasks in Fiestukis so friends can help with hanging, lighting and greeting guests, making the event feel organized and polished.

Set a clear maximum capacity based on your space and comfort level. In your Fiestukis event, ask guests to RSVP and indicate if they’re bringing someone. You can also define a specific time window (for example, two viewing slots) to spread out arrivals.

Use the guest list in Fiestukis to monitor numbers and, if needed, close RSVPs once you reach your limit. If you expect many people, consider an open-house format where guests can drop in at any time during a longer period.

Ask artists to bring anything needed for safe and attractive presentation: frames, hanging hardware, stands, labels, and if relevant, price lists or business cards. They may also need packaging materials to transport works safely after the event.

Create a dedicated “artists only” bring list in Fiestukis where each artist can see what’s needed: hooks, easels, extension cords, catalogues, etc. This avoids last-minute stress and missing items on the day of the exhibition.

Combine simple online promotion with a clear central information point. Share your Fiestukis event link in social media posts, messages and emails so people always have the correct date, time, address and details. You can also create a simple digital flyer or image with the main info and link.

Update the Fiestukis page with any changes, parking tips or dress code, and encourage guests to check it before coming. This keeps communication organized and reduces repetitive questions in your inbox.

Related Cultural Events Resources