A charity art exhibition can raise awareness, bring a community together and generate funds, but it can also go wrong if the planning is rushed or the artists are treated as an afterthought. A good show is clear about its purpose, fair in its terms and organised enough that visitors and volunteers enjoy the experience.
This practical checklist follows the project from first idea to final thank-you. Laws on fundraising, sales and licensing vary between countries and regions, so check the rules that apply to you and seek advice where needed.
Set the purpose and the split
Start by deciding why you are holding the exhibition. Is the aim to raise money, to give emerging artists a platform, to raise awareness of a cause or all three? A clear purpose helps with every later decision, from venue to publicity.
Then agree how money will be shared, before inviting any artist. If works are sold, what percentage goes to the artist, to the charity and to cover costs? Put it in writing. Being open about the split is not only fair but also builds trust with artists and buyers.
- Define the cause, the audience and what success looks like.
- Decide how to cover costs so that artists are not out of pocket.
- Appoint a lead organiser, a treasurer and someone responsible for artists’ welfare.
- Check requirements for handling donations and sales.
Venue and timeline
Choose a venue that is accessible, safe and suitable for hanging and lighting work. Libraries, community halls, cafés, faith spaces and shops may offer space at low cost. Visit in person, check wall condition, insurance requirements, opening hours and step-free access.
Work backwards from the opening date. Allow time for calls for submissions, selecting work, framing, labelling, printing, installation and promotion. Build in a buffer, because delays are common. A simple timeline shared with the team keeps everyone informed.
- Confirm insurance for artworks, visitors and volunteers.
- Plan hanging methods and lighting.
- Arrange security and a system for recording each piece in and out.
- Prepare accessible labels and information.
Artist agreements and fair terms
A simple written agreement protects everyone. It should cover which works are included, the price and who sets it, the split of sales, when and how payment is made, how long the work is on show, who pays for framing and transport, and what happens if a work is damaged or unsold.
Make fair treatment the default. Artists should keep ownership of their work and copyright unless they explicitly agree otherwise. Ask permission before reproducing images in publicity. Do not expect unpaid labour without recognising it, and credit artists clearly. Where participants are inexperienced or vulnerable, take extra care to explain terms in plain language.
- Let artists set or agree their prices.
- Pay artists promptly after sales.
- Return unsold work in good condition and on time.
- Be clear about whether work is for sale, for display only or both.
Promotion and opening night
Tell a clear story about the cause and the art. Use local media, community noticeboards, social media and mailing lists, and ask artists whether they would like to share news with their own networks. Make images and descriptions available in accessible formats.
For the opening night, think about welcome, flow and atmosphere. Greet visitors, make sure staff can explain how to buy or donate, and keep refreshments simple. Give artists a chance to speak about their work if they want to, and avoid pitying language when describing any group the charity supports.
After the show
Wind-down matters as much as the launch. Take down work carefully, return unsold pieces promptly and settle payments. Share a transparent summary of what was raised and how it will be used, within the legal and privacy limits that apply.
Thank everyone: artists, volunteers, venue, supporters and visitors. Gather feedback and record what worked, so the next event is easier. If the exhibition built relationships, think about how to keep them alive.
Frequently asked questions
How much of the sale price should go to the artist?
There is no single correct figure, and it depends on the cause and costs involved. What matters is that the split is agreed in writing before the show and that artists are not left out of pocket.
Do we need insurance for a small exhibition?
It is wise to check. Venues often have requirements, and you should consider cover for artworks, public liability and volunteers. Ask the venue and an insurance adviser.
Can artists withdraw their work?
Agree this in advance. A clear policy on withdrawal, unsold work and returns avoids disputes and shows respect for artists.
A successful charity exhibition balances generosity with professionalism. Clear purpose, fair terms and careful logistics let the art and the cause take centre stage.
Use this checklist as a starting point and adapt it to your setting. For further practical help, visit our guides section.
