Art Reception

 

Art Reception

Art Reception Suggestion and Check List

By Donna Liguria. Published: February 27, 2023                 Updated: June 28, 2026

The opening of a new art show or a new gallery opening is often kicked off with an artist reception that is attended by the artist featured in the exhibition, or the group of artists that have artworks on display, as well as the public. It is a chance for the public (the viewers and potential buyers/admirers) to actually meet and speak with the artist(s). The meet and greet is an opportunity to host an event with snacks and beverages.

The options involved in an artist reception are pretty much the same for any type of party and can be much like throwing a get together in our own home, but probably on a larger scale. Here are some check lists to help your art group begin the planning process. The ideas are limitless and should be. If you have something to add, just let me know, or drop it in the comments below.

Task	1. Art Reception Task/Suggestion List	Responsible Person(s)
1	Schedule the Date and Time, Duration
2	Plan the Program
3	What are the Goals
4	Is it a Public or Private Reception, will there be a VIP Advance party?
5	Build an Invitation List
6	How are you going to Advertise, Promotion, Signage
7	What is your Entertainment – see List 4 below
8	What are your Decorations, color scheme
9	Children’s Art Table
10	Hire a Photographer
11	Handouts, Brochures, Gift Bags, Giveaways (will the visitor get something for coming?)
12	Beverage Bar, Bartender
13	Do you need a Special License, permissions?
14	Rentals - equipment
15	Have a Guest Book, email list
16	Art Sales Desk and Inquiries, Donations, Art Raffle, Art Auction
17	Volunteer List for EVERY Task, To-Do, Visitor Help Staff
18	Vendor Donations and Recognition, Thank you Publicity
19	Clean up/Emergency spills
20	Food and Drink – see List 2 below
21	Misc – see List 3 and 5 below
22	Clean up/Emergency spills
	SIDE NOTES/IDEAS:
23	Ensure multiple price ranges are represented
24	Ensure all lighting and regular maintenance of the space is followed so that the art and the gallery are presented well
25	Donations Tiers – swag packs. Donations % to People’s Choice Awards

Refreshments can be anything your group wants it to be from a simple cookie and punch to finger foods, or a sit down dinner. The event and size of your invitation list as well as a private or public reception and budget will help make the decision for planning the party. Not all art events have to have the same rules or ‘menu’. Vary things up.

Just beware of oily, drippy, sticky foods – you would not want fingerprints in an art gallery.

	2.     Refreshments, Food and Drink Ideas List	Responsible Person(s)
1	Wine and Cheese, Crackers
2	Coffee, Tea, and Baked Goods
3	Punch and Cookies/Cake (already sliced)
4	Cheese, Fruit, Vegetable Trays
5	Charcuterie Board – cheeses, meats, gherkins, olives, mustard(s)
6	Shrimp Cocktail
7	Ice, Water, Punch
8	Champagne, Wine
9	Cocktails or a signature cocktail
10	Cider and Cookies, Hot Chocolate – good colder weather options
11	Lemonade and Snacks for a warmer weather option
12	Themed food with art show
13	Finger foods (think SMALL) – mini meatballs, sausages, ham rolls, cheese bites with toothpicks. Canapes, snacks, hors d’oeuvres
14	Chocolate, candies or dipped strawberries
15	Popcorn/candy in a cup
16	Match your cookies to the art
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	3.     May Also Need List	Responsible Person(s)
1	Chafing dishes
2	Table, tablecloths, bar tables
3	Chairs
4	Trash containers
5	Trays, punch bowls, ladles
6	Paper goods, small paper plates, napkins, paper towels, trash bags
7	Cups, wine or champagne glasses
8	Tongs, forks, serving utensils
9	Coolers, refrigeration
10	Food markers for vegan, gluten free, any food allergy alert items
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All of the artists that are showing in the art show should attend, and that should go without saying.

The artist will have photos taken and the visitors will LOVE speaking to the artist about their favorite pieces. Making these connections help to sell YOU and your art as well as the promotion incurred from the publicity photos.

	4.     Entertainment	Responsible Person(s)
1	The Artist(s) themselves, easily identifiable, perhaps with introductions.
2	Music - Recorded or live music, DJ, instrumental, string or choral group. Be aware of the volume in the space
3	Dance
4	Readings
5	Other Options: television screen with video, art montage, about the theme, the gallery, the artist(s), promotions
6	Caricature artist
7	Live Painting, Demo Person(s)
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	5.     Other Ideas	Responsible Person(s)
1	Have the gallery “workers” dress in the same color shirts or in gallery logo shirts. If a visitor wants to ask a question, make it easy for them to ID WHO to ask!
2	Have the artists dress according to the theme or color scheme, gallery logo shirts
3	Name tags especially for the artists. Other dignitaries, gallery staff, art group staff members wear an alternative colored name tag
4	Fresh flowers
5	Plenty of Red Dots stickers in case artwork sells and will be picked up later. Green Dots could signify that Prints are available while Blue Dots could signify On Hold or First Right of Refusal
6	Have Art Prints accessible for quick sales
7	Do you have merchandise and promotional materials for your gallery or art group for sale?
8	Have a Door Greeter
9	Have an art trivia, art game ready for your art reception guests. Ask questions related to the art on display and award prizes.
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Many art galleries use the art reception as the time to make announcements for awards when art judging and contests are involved. First, Second, and Third Place Ribbons and cash can be a part of the awards, as well as Honorable Mentions, Best in Show, and People's Choice. 

I hope you find these lists helpful and do let me know if you have something to add in the comments below!

@2026 Donna Liguria for the Prince William Art Society. All rights reserved. Unauthorized use or reproduction is prohibited without permission 

Author: Donna Liguria
An artist member of the Prince William Art Society (PWAS) in Woodbridge, VA. specializing in acrylic painting. She paints landscapes, seascapes, animals and many subjects. Visit her Website at DonnaLiguriaArt.com, her Etsy site and her Blog at Donna’s Cave Paintings.

I may not teach...but maybe this blog is how I share what I've learned.