An art exhibition opening night is as much a performance as the artworks themselves — the pacing, atmosphere, and sequence of moments all contribute to how the work is received. This run sheet template helps gallery managers and exhibition coordinators orchestrate the evening, from the final installation checks through to the artist talk and farewell, ensuring artists, collectors, media, and guests all have an experience that reflects the quality of the work on show.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 14:00 | Artwork installation complete; gallery walk-through with curator | Installation Team | Gallery |
| 15:00 | Lighting final check and adjustments | Lighting Technician | Gallery |
| 16:30 | Catering setup: drinks, canapes, and glassware | Catering | Gallery Foyer |
| 17:00 | Media and press access for photography before guests arrive | Press | Gallery |
| 17:30 | Artist and VIP guests arrive; private preview | Gallery Staff | Gallery |
| 18:00 | Doors open to general guests | Gallery Staff | Gallery Entrance |
| 18:00 | Drinks and canapes served | Catering | Gallery Foyer |
| 19:00 | Welcome address by gallery director | Gallery Director | Gallery |
| 19:10 | Artist talk — exhibition concept and process | Artist | Gallery |
| 19:30 | Exhibition officially opens; guests explore artworks | Gallery Staff | Gallery |
| 21:30 | Gallery closes; bump-out begins | Gallery Staff | Gallery |
Ensure all artwork labels, price lists, and artist statements are in place before doors open.
Brief gallery staff on each artwork and artist background so they can facilitate conversations with interested buyers.
Confirm media access arrangements — some artists have restrictions on photography of their work.
Have a clear sales process for guests wishing to purchase works during the opening.
Manage capacity carefully — overcrowding detracts from the viewing experience and can damage artworks.
Most gallery opening nights run for 2–3 hours, typically from 6:00pm to 8:30pm or 9:00pm. This gives guests enough time to view the works, speak with the artist, and enjoy a drink, without the event losing energy. The artist talk works best around the 60-minute mark, once guests have had time to explore the space.
Most gallery opening nights are free-entry events, relying on artwork sales and hospitality costs to cover expenses. Ticketing makes sense for larger events with significant catering costs, keynote speakers, or exclusive access. If you do charge, keep the price modest and emphasise the value of meeting the artist and first access to sales.
Appoint a dedicated gallery staff member as the sales point-of-contact for the evening. When a work sells, place a red dot on the label immediately to signal its availability. Take a deposit (typically 20–30%) on the night and arrange delivery or collection details with the buyer. Ensure the artist is aware of any sales before the end of the evening.
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View Template →Stop juggling spreadsheets and last-minute messages. Run Sheets gives your entire team a single, live document for every event — accessible anywhere, updated in real time.