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How to Organize Art Exhibition


In this report, we have selected to host and organize an art exhibition event at the Metro Bar, Luton Campus, University of Bedfordshire. A maximum of 200 people attends this event. In this event, students are displaying their work or work of other artists. Hosting an art exhibition is a distinctly enriching experience. It will be a challenging situation to host such an event in a meaningful and cohesive way. Thus, when you are organizing an art exhibition, then it’s essential to have a plan. Once you have selected any theme for your art exhibition, you can start taking different work from interested students or artists. For the event, choose a suitable venue and design a marketing buzz that would permit your collection to be appreciated and seen by multiple individuals as possible. In this report, marketing strategies are discussed in detail, which plays a vital role in this event’s success. Different platforms will be used for promotion purposes. Through these platforms, people come to know about this event and participate in it. Requirements for human resources are estimated, and their responsibilities are mentioned. An appropriate budget plan is discussed to host an art exhibition in Metro Bar. The financial details of this event are also discussed.

How to Organize a Exhibition

There are Different Steps Involved to Host an Art Exhibition


The first step required to plan to host the art event is to know the basics of your organization’s budget. We have around 500 £ pounds for hosting an art exhibition at Metro Bar.  Budget is the most critical factor for a team which is hosting an exhibition. Relying on our fiscal year’s start and end, our company, allocates a specific amount for promotion and marketing purposes. We will be able to plan the budget roughly and decide further regarding the remaining factors.

Objectives of the Exhibition

Financial planning for an exhibition show begins with outlining your goals and objectives of marketing. Our team has a clear understanding regarding our aims, which we will achieve via exhibiting can support us effectively with our exhibition costs.

Set a Date and Time

Organizing or hosting an art exhibition needs a specific or massive amount of coordination; thus, be realistic regarding the timeframe you impose on your team. We have started planning for our event at least one month ago; it is plenty of time for preparation. First of all, we have chosen the date near to the weekend when more students will be off, and they are looking for different things to do. Before we make a budget plan for our event, we have to clear about the date, then we will think about advertising and venue planning.

Secure a Venue

We have started seeking an appropriate location to host our art exhibition. One obvious choice is to rent out gallery space or studio, but keep in mind that that we are not restricted to traditional venues for an art exhibition. Thus, we ask the Metro Bar admin, and they are willing to support us in hosting this art event at their place. This place that we have is clean, large sufficient, and well-lit to comfortably hold all the art we have planned to display. Metro bar will support us in fulfilling our exhibition objectives. We have allocated 30% of our entire budget in getting this venue, which is around 150 £.

For Sale, Price our Artwork

This exhibition aims not only to display an artist’s work to the audience but also to sell it. Different painting has different prices range from 3 pounds to 10 pounds. Once you put the artworks on display, you could think regarding how much you desire to charge each painting.  We will set prices of them, which will be fair to both for seller and buyer.  Not all will be capable of affording an original photograph or full-sized painting. Therefore, it’s a useful idea to keep less expensive paintings on hand, like sketches, smaller works, and print reproduction that could be sold at low prices.

Marketing Strategies

Different strategies are designed by us to promote this exhibition event. Around 20% of the entire budget is allocated for marketing purposes. Print pamphlets, posters, one-page informational ads, and flyers that precisely explain the exhibition nature and the type of artwork could be seen there. Be ensured to include necessary details such as date and time, dress, and venue. We will post our advertisements in public locations like in art school or local universities, clubs, coffee shops, or even the community at the supermarket. Photo cards are mail out, and bios of artists and students and samples of artists work as personalized.

Promotional Expense

Another essential part of the entire plan of the exhibition is the marketing of your exhibition event. Our promotional marketing involves the following things:

  • Direct Mail Campaigns
  • Social Media Marketing
  • Sponsorships
  • Giveaways
  • Quizzes and Contest
  • Incorporating Technology

Promotional activity is conducted before, during, and even after the exhibition event.

Promotion and Marketing of Exhibitions

We have made different strategies that grab the attention of the target audience. We will use other social media platforms to spread awareness regarding the art exhibition, which will be hosted at Metro Bar. Announcements will be made or posting the information of events on different accounts—most of the people aware of this event through official advertisements.  We will use various apps for marketing or advertising such as Tumblr, Snapchat, and Instagram.  Our team members have family, coworkers, classmates, or friends, which may help you spread the news regarding the exhibition through word of mouth.  We will also hire the videographer or photographer to capture the entire event. We may engage a DJ to deliver subtle music during the event.  Our team members and artists must be friendly. Artists must answer all the questions that the audience asks. This is usually the most memorable moment for multiple artists when someone asks questions and complements their work. Such type of platforms allows a significant interaction. Artists must explain the more delicate parts of their work and shed some light on their creative process. If someone presents something to the audience in the exhibition, then he/she must stay very close to their work so the audience could be easily identified as the creator or artist. Such events are social events, so nobody would be afraid to have a great time and socialize.

We would Highlight the Promotion and Marketing of art Exhibition in three Sections:
  1. Social Media, Online
  2. Promotion through Traditional Marketing Media

Social Media

Different platforms of social media are used for the promotion of art exhibitions. Online advertising is one of the popular ways of marketing your event. Social media not only provide a platform to reach a vast number of people across the world, but it provides a platform to connect with the audience; you can sell artwork and gain more knowledge regarding the latest or advanced trends in arts. Create a Facebook page and share a post regarding the event. Your team must spend much time updating your Facebook page; you must put more effort into it. Thus, people who see the posts in their newsfeed then started excited about the event and participated.


This platform is used in combo with connections to our website, could be influential in producing information regarding events available to potential and real attendees. This platform is an excellent vehicle for building buzz regarding our event. We can choose a hashtag. A hashtag could be included in the tweet body. Mention our hashtag far in advance for the exhibition event and added in all publicity related to our event. By using the Twitter platform, we can share presentations, videos, and white paper as attachments. This stuff could be teasers for our event or even a remainder for our exhibition event.  We will send teaser photos of the exhibition to grab the attention of users. In digital material and all prints, we will include the hashtag. We will motivate our exhibitors, sponsors, and speakers to include the hashtag in all posts related to the art exhibition.

Mobile Applications

For marketing purposes, we will use mobile apps. Through apps, we will more efficiently conduct our event marketing. Mobile trade show apps drive the engagement and interaction among the attendees and our team. A mobile trade show application supports you to think outside the booth to enhance the entire event experience. 

Exhibition Stand Builders

Once we know about our budget and our objectives, we can look out for exhibition stand builders that will support us in achieving those objectives via budget exhibition stands. So, designing an exhibition stand for an art exhibition is essential to create the correct and good impression on our target audience. 

Exhibition Booth

The exhibition stand is the main item in the exhibition marketing campaign. Based on a budget of exhibition limits and the aims we have for the event, our stand design must be planned prudently to increase attendees’ impact. You will look for renting the booth instead of buying a new one; this will save our additional repairs cost, storage, and refurbishment after the show. We have to make a list a list of all items or features that we would require in the exhibition such as lights, furniture, and accessories, etc. Collaborating with the exhibition stand’s builder will ensure our main message is visible and apparent to our attendees. We have allocated 10% of our entire budget for this purpose.  

Human Resource Requirements

Human resources play an essential role in event planning, no matter how small or big the audience is. Human resources contribute to the success and smooth running of an event. Considerable debate the budgeting importance for a dedicated and efficient team of human resources when it comes to an event. Each team member of this event has different responsibilities. All members should work hard and make this event successful. Exhibitions are one of the goof platforms for maintaining and establishing customer relations. It is the solely platform where sellers, products, and buyers come together physically in a growing digital age. Our team will have one source, one message, multiple strengths. An exhibition event is a complex event that demands dedication, innovation, and complete attention to event detail. Human resources we have required for different responsibilities which are the following:

  • Exhibition coordinator
  • Audience advocate
  • Publicist, Designer,
  • Curator
  • Image researcher
  • Public Programs officer
  • Conservator
Event Coordinator

In exhibitions, coordinators will ensure that the art exhibition will run efficiently and will end on time. The event coordinator has an overview of how different things are progressing, and it facilitates communication. The exhibition coordinator has the following roles:

  • Create a proper timeline for the exhibition development stages
  • Event coordinator remain updated regarding team member progress
  • Make sure that team is updated with the timeline.
  • Regularly report on the progress of the team.
  • Organize the evaluation of team


The publicist’s responsibility is that he must ensure that the general audience is aware of the exhibition event. Participants of the event team who take the publicist role have the following responsibilities:

  • Complete invitation letters
  • Manage the launch, including speeches, timing, video, and catering
  • Finish invitation letters
  • Promote the art exhibition event within the community by using websites, posters, blogs, twitter, school newsletters, local historical news of society, and local newspapers.
  • For marketing, different platforms are used by publicists.

Throughout the exhibition event, designers work in multiple ways, designing engaging visual elements. They prepare the floor plan and graphic panels. Participants of this event who take the designer role have the following responsibilities:

  • Design a layout of the exhibition
  • Design attractive and unique graphics such as paintings, sketches, and photographs.
  • For a catalog of exhibition photograph objects.
  • For the exhibition, arrange the objects display.


In a planning team of the exhibition, the curators are responsible for content development. This includes text writing and writing the storyline for panels and labels. The responsibilities of the curator are the following:

  • Research background information regarding the exhibition subject area.
  • For the exhibition develop a storyline
  • Demonstrate which objects would be displayed
  • For the exhibition write a text
Audience Advocate

The audience advocate will found the intended audience for the art exhibition. The following are the responsibilities of the audience advocate:

  • Make sure that learning, interpretive and spatial approaches in the art exhibition are suitable for different audiences.
  • Audience advocate plays a vital role in planning the objects display, developing interactives, text editing, and multimedia.
  • Based on personal experience as an audience advocate, they finish a personal evaluation.

Public Program Officer

For the exhibition, they identify the intended audience. They deliver and plan programs for those audiences to complement the entire exhibition. The following are the responsibilities of a public program officer:

  • Assist with exhibition planning.
  • Deliver or develop a few programs to complement the entire exhibition.
  • Personal evaluation is complemented relied on the public program officer experience.

Miscellaneous Costs

In your budget, these costs are the ones that are not planned. These costs might affect our entire budget plan.  This type of category includes unexpected maintenance, Internet spare/Wi-Fi, or cleaning and cleaning.


We will provide food and beverages to our guests to enjoy. We will offer simple food such as finger sandwiches, cheese, wine, and fruit will be enough. So, we have allocated around 15% of our entire budget for food and beverages.

Financial Details

In the figure above, you have seen that the entire budget of 500 £ is efficiently divided among multiple entities. Around 30% of the budget is allocated for rental space; approximately 30% of the whole budget is allocated for staff salaries.  For marketing or promotions, 20% of the whole budget is allocated, and around 15% of the entire budget is allocated for food and beverages. Miscellaneous costs in our budget are the ones which are not planned. These costs might affect our entire budget plan.  This type of category includes unexpected maintenance, Internet spare/Wi-Fi, or cleaning and cleaning. This is the effective budget plan that we have provided.  


The conclusion drawn from the above discussion is that hosting an art exhibition is a distinctly enriching experience. It will be a challenging situation to host such an event in a meaningful and cohesive way. Thus, when you are organizing an art exhibition, then it’s essential to have a plan. A lot of time and attention is required in developing a practical budget plan. Financial planning for an exhibition show begins with outlining our goals and objectives of marketing. Our team has a clear understanding regarding our aims, which we will achieve via exhibiting can support us effectively with our exhibition costs. The art exhibition will be successful if this plan will effectively and efficiently be followed. Some effective marketing strategies are discussed to grab the attention of the user.  Such types of events are social events, so nobody would be afraid to have a great time and to socialize.

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