10 Tools Every Art Gallery Needs to Run Smooth Exhibitions in 2026

Running an art gallery today isn’t just about showcasing great art, but it’s also about managing everything behind the scenes.

From artist submissions and inventory tracking to marketing, visitor flow, and payments, each exhibition involves dozens of moving parts.

Most galleries will have replaced messy spreadsheets and email threads with smart digital tools that keep operations running smoothly.

The right setup helps teams stay organized, reduce manual work, and deliver a better experience for both artists and visitors.

Here’s a list of 10 tools every modern gallery needs to stay organized, efficient, and future-ready.

And if artist submissions still take up most of your time, EntryThingy can help automate the process, so you spend less time on forms and more on curating great art.

Overview: 10 Essential Tools for Smooth Exhibitions in 2026

Category	Purpose	Example Tools (2026)
Art Submission & Management	Collect, review, and manage artist entries	EntryThingy
Artwork Inventory & Tracking	Organize artworks and track provenance	Artwork Archive, Artlogic
Project Management	Plan exhibitions and assign team tasks	Trello, Asana, ClickUp
CRM Software	Manage relationships with artists and collectors	HubSpot, Zoho CRM
Marketing & Social Scheduling	Promote exhibitions and reach new audiences	Later, Buffer
Event Registration & Ticketing	Manage RSVPs and ticket sales	Eventbrite, RSVPify
Digital Signage & Displays	Show art and updates on gallery screens	ScreenCloud, Yodeck
Virtual Gallery & 3D Tools	Host online or hybrid exhibitions	Kunstmatrix, Artsteps
Accounting & Payments	Track sales, expenses, and donations	QuickBooks, Stripe
Internal Communication	Keep curators and staff connected	Slack, Microsoft Teams

10 Essential Tools for Smooth Exhibitions

1. Art Submission & Management Platforms

Managing artist submissions takes a lot of time and coordination.

You have to collect artwork details, image files, and entry payments while keeping everything ready for the jury. Without the right system, this process turns into messy folders and endless email threads.

EntryThingy solves that problem by putting everything in one place. It’s designed for galleries that run open calls and juried shows regularly and need a simple way to organize them all.

Here’s what you can do with it:

• Create online forms for artist entries.
• Accept image uploads and entry payments securely.
• Review submissions and track jury scores in real time.
• Send automated updates when artworks are accepted.
• Keep all artist information organized in one dashboard.

Using EntryThingy keeps your submission process fast, accurate, and transparent for both the gallery team and the artists.

If you’re running juried exhibitions, you can also explore our guide on the best jury management tools for art competitions in 2026 to see how different platforms compare.

2. Artwork Inventory & Tracking Systems

Once submissions are in, keeping track of every artwork becomes just as important.

Each piece has its own story: title, artist name, medium, dimensions, and sometimes loan or sale details. Without a proper system, these records can quickly become scattered or outdated.

That’s why most galleries rely on art inventory and tracking software. These tools keep your entire collection organized and accessible, whether you’re preparing for a new exhibition or updating provenance records.

These tools help you:

• Catalog artworks with high-quality images and detailed metadata.
• Track provenance, sales, and loan history.
• Generate labels, reports, and insurance documentation.
• Access everything online, suitable for hybrid or traveling exhibitions.

Having a reliable inventory system means your team always knows where each artwork is, what condition it’s in, and when it’s scheduled for display or return. It keeps every exhibition professional, transparent, and well-documented.

3. Project Management Tools

Every exhibition involves dozens of moving parts: deadlines, installations, artwork transport, press releases, and team coordination.

Without a clear system, small details slip through, and the setup becomes stressful for everyone involved.

That’s why project management tools are essential for modern galleries. They help teams plan, assign, and track tasks in one place instead of juggling endless email threads or sticky notes.

Popular tools like Trello, Asana, and ClickUp let you:

• Create timelines for each exhibition or event.
• Assign tasks to curators, designers, and volunteers.
• Track progress visually through boards or lists.
• Share updates and files in real time.

These tools make it easy to see what’s done, what’s pending, and who’s responsible for each part of the process. With everything organized in one workspace, your team stays aligned from the first idea to opening night.

4. CRM Software for Collectors & Artists

For most galleries, success depends on how well they manage their relationships with collectors, artists, and partners alike.

Whether you’re following up with past buyers or coordinating with artists, a central system keeps everything organized.

That’s where CRM software (Customer Relationship Management) comes in. Instead of managing contacts manually, a CRM helps you build detailed profiles for each person and track how they engage with your gallery.

Popular options like HubSpot, Zoho CRM, and Capsule let you:

• Store contact details for collectors, artists, and vendors.
• Log conversations, emails, and meeting notes.
• Segment contacts by interest or purchase history.
• Automate personalized follow-ups and reminders.

Using a CRM ensures that every relationship (from a first-time visitor to a loyal buyer) gets consistent attention. It also helps galleries personalize communication, making collectors feel valued and artists feel supported.

5. Marketing & Social Media Scheduling Tools

A successful exhibition doesn’t stop at great curation; it also needs visibility.

From announcing open calls to promoting featured artists, galleries now depend on consistent social media marketing to reach collectors and audiences online.

Marketing and scheduling tools make this part of the job much easier. They allow you to plan, create, and post content across multiple platforms without having to log in and out of each one.

Popular options like Later, Buffer, and Meta Business Suite help you:

• Schedule exhibition announcements and artist spotlights.
• Plan social media calendars weeks in advance.
• Track engagement and reach analytics.
• Collaborate with your marketing team or PR agency.

In 2026, many of these tools will even include AI-powered features that suggest captions, hashtags, or post timings based on audience behavior. This helps galleries maintain a consistent online presence while saving time for creative work.

If you want to keep up with art-world trends while managing your promotions, check out our list of the 9 best art blogs to follow in 2025 for inspiration and marketing ideas.

6. Event Registration & Ticketing Platforms

Managing visitors efficiently is key to a well-organized exhibition. Whether you’re hosting an opening night, a members-only preview, or a public event, you need a system that handles RSVPs and ticket sales without confusion.

Event registration and ticketing platforms simplify that process. They let guests sign up online, receive confirmation emails, and check in easily at the door.

For galleries, they also provide valuable attendance data you can use for future planning.

Popular tools like Eventbrite, RSVPify, and Tixoom help you:

• Set up event pages with custom branding and details.
• Offer free or paid tickets with secure payment options.
• Track RSVPs and manage guest lists.
• Collect post-event insights like attendance rates and demographics.

With an online registration tool, your team spends less time handling manual lists and more time engaging with visitors. The smoother the entry experience, the more professional your event feels from the start.

7. Digital Signage & Display Software

Modern galleries now use digital displays to make exhibitions more dynamic and engaging.

Instead of relying only on printed materials, you can use screens to share artwork details, show sponsor logos, or guide visitors through the space.

Digital signage software helps manage what appears on those screens. You can update content remotely, switch between layouts, and even schedule what plays at specific times.

It’s a simple way to keep your exhibition visuals fresh and interactive. They allow you to:

• Display digital art, artist statements, or videos.
• Highlight sponsors and event partners.
• Share schedules or live updates for multi-day exhibitions.
• Control multiple screens from a single dashboard.

These displays also create an immersive experience for visitors. You can use them to tell the story behind each exhibition or even feature behind-the-scenes footage from the setup process.

8. Virtual Gallery & 3D Exhibition Tools

Not every art lover can attend an exhibition in person. That’s why many galleries are now creating virtual spaces where people can explore artwork online, from anywhere in the world.

Virtual gallery and 3D exhibition tools make this possible. They let you design digital replicas of your physical space or build entirely virtual showrooms for online visitors.

These tools are also a great way to preserve past exhibitions, showcase archived collections, or reach international audiences.

Platforms like Kunstmatrix, Artsteps, and Spatial.io allow you to:

• Build interactive 3D galleries and customize layouts.
• Add artwork descriptions, artist bios, and links to purchase pieces.
• Offer guided virtual tours or immersive walkthroughs.
• Share exhibitions through your website or social media.

Hosting a virtual gallery extends your reach beyond local visitors and keeps your exhibitions accessible long after they close. It’s an effective way to combine storytelling, technology, and art into one experience.

For galleries helping emerging artists gain more exposure, here’s a helpful resource on 8 alternative art fairs for emerging artists in the US — a great way to expand their visibility beyond the virtual space.

9. Accounting & Payment Tools

Art galleries handle many financial transactions, from selling artworks and managing vendor payments to collecting donations or exhibition fees. Without a proper system, it’s easy to lose track of invoices and receipts.

Using accounting and payment tools helps galleries stay organized, automate bookkeeping, and keep every transaction transparent.

Popular platforms like QuickBooks, Square, and Stripe let you:

• Track art sales and generate invoices automatically.
• Process credit card payments securely.
• Manage vendor payouts and staff reimbursements.
• View financial reports and donation summaries in real time.

These tools ensure accuracy and save time when closing out each exhibition. Plus, having a clear financial overview helps you plan better for future shows or funding opportunities.

If your gallery also supports artists in selling their work directly, check out our guide on the best websites to sell your art online.

10. Internal Communication Platforms

Running an exhibition involves constant communication between curators, staff, and volunteers. Messages can easily get lost in long email threads, especially when setup deadlines are tight.

That’s why galleries use internal communication platforms to stay connected in real time. These tools make it easy to coordinate daily updates, share files, and keep everyone aligned before and during an event.

Platforms like Slack and Microsoft Teams are popular choices because they let you:

• Create dedicated channels for each exhibition or project.
• Send instant messages and announcements.
• Share files, artwork images, or press materials quickly.
• Integrate with tools like Google Drive, Trello, or Asana.

Using a central communication space keeps your team organized and responsive. Everyone knows what’s happening, who’s responsible for what, and how to solve issues faster during busy installation days.

Take Your Gallery Operations to the Next Level

Every exhibition depends on great coordination (not just great art). When your team uses the right digital tools, everything from artist submissions to visitor management runs more smoothly.

You spend less time fixing admin issues and more time curating meaningful experiences.

If your gallery still relies on manual submissions or scattered spreadsheets, it’s time to streamline your workflow.

EntryThingy helps galleries collect entries, manage jurors, and organize exhibitions from one clean dashboard. It’s built for curators who want to save time and make every show more professional.

Start simplifying your next open call today; your artists, jurors, and team will notice the difference.