What Is the Exhibitions Feature in Artwork Archive?
Exhibitions is where you keep a record of the shows your artwork is actually in, from upcoming exhibitions, art fairs, and competitions to past ones. Each Exhibition record becomes part of the exhibition history on every Piece in it, so you always know where and when your work has been shown.
You can record details such as the show type, dates, location, deadlines, the Pieces in the show, and any awards.
Did you know?
Applications you're considering, working on, or have sent are tracked in Call Submissions. When you're accepted, you can turn a Call Submission into an Exhibition record. Learn more in Call Submissions Update: How to Track Every Art Opportunity and Turn Acceptances Into Exhibition Records.
Note:
Exhibitions is available on all Artist plans (Apprentice, Professional, and Master), during your free trial, and on all Organization accounts.
How to Create an Exhibition Record
Click Exhibitions in the left-side menu
Click + New Exhibition below the Exhibitions title
Under Show type, select Exhibition, Competition, or Art Fair, and choose Solo or Group Show
Fill in the details you'd like to include, such as Exhibition Info, Location Info, the exhibition dates, Deadlines, and Notes (always private)
Click the blue Save button on the bottom right of your screen
How to Assign a Location to Your Exhibition Record
If you don't see the Location record you'd like to add for the Exhibition, click Create new location.
If you want the location information for this exhibition added to the location history of the Pieces in this show, check Create Location Records for pieces in this show.
Using the start and end dates will add the exhibition Pieces to the proper location.
Did you know?
The "Description" section includes formatting tools (called a rich text editor) that let you customize how your Exhibition record looks. You can use bold, italics, create lists, and more to highlight important information.
You can also add hyperlinks to external websites. Just select the link icon (🔗) in the toolbar to include relevant sources or references in your Exhibition record.
Note:
Be sure to paste the full URL if including hyperlinks (🔗) in the "Description" field, i.e. your hyperlink URL needs to start with "https://www."
✅ Correct: https://www.artworkarchive.com
❌ Incorrect: www.artworkarchive.com (missing https://)
Why this matters: If you don't include "https://" at the beginning, the link won't work properly. Always copy the full address from your browser's address bar.
Did you know?
Planning a show that didn't involve an application? Gather the artwork you're considering in a Collection first. When the lineup is set, create the Exhibition record, click + Assign Pieces, and filter by that Collection.
Filter by collections
Select the collection to filter by and then assign those Pieces to the right-side column. Click the "Assign" button on the bottom right.
How to Create an Exhibition Record From an Accepted Call Submission
Got into a show you applied to? Turn your Call Submission into an Exhibition record so the show is added to your Exhibitions and to the exhibition history of each accepted Piece. This works for Self-Tracked submissions marked Accepted and for submitted Easy Application submissions.
Note:
The Create Exhibition Records button is available for Exhibition, Art Fair, and Competition calls. On a Self-Tracked submission, it appears once you set the decision to Accepted.
On an Easy Application submission, it's available as soon as you submit.
Click Call Submissions in the left-side menu and open the submission
For a Self-Tracked submission, click Edit Submission, set Decision to Accepted, and save. Then set the Status of each Piece that got in to Accepted
Click Create Exhibition Records at the top of the page
A New Exhibition form opens with details from your Call Submission already filled in, such as the name, website, fee, and deadlines. Check the show type and add any other details, such as exhibition dates and location
Under Accepted Pieces from your call, check the Pieces that were accepted
Click Save
Once it's saved, your Call Submission stays in Call Submissions and its button changes to View Exhibition. The Exhibition record's Info panel shows Created from Submission with a link back to it, and each Piece you checked appears in that Piece's Exhibition History.
The record's Notes start with "Created from submission to [call name] ([organization])." You can edit, add to, or delete this text.
Did you know?
You're not limited to the Pieces you checked. If you forgot one or want to add another later, open the Exhibition record and click + Assign Pieces.
How to Assign Artwork to an Exhibition Record
Note:
To add Pieces to an Exhibition record, the Pieces must be added to your Artwork Archive inventory first. Any Piece you add to an Exhibition record is treated as part of that exhibition. Submitted, accepted, and rejected statuses are tracked per Piece in Call Submissions, not in the Exhibition record.
Create an Exhibition record
Open the Exhibition record by clicking its title, or click Actions > View on its card
Click + Assign Pieces at the top of the record or in the Pieces in Exhibition section
Select Pieces to assign from the Piece selection menu by clicking the Piece(s) shown in the left column.
Click the blue "Add #" button to assign that Piece(s) to the right column. The right column will list the Pieces that will be included in this Exhibition record.
You can narrow down your search by using the Search bar on the left column and/or taking advantage of the blue Show Filters bar to narrow down your search by a multitude of categories and drop-down menus that you can select from:
Click Assign at the bottom right
Did you know?
Exhibition records you created before the latest Exhibitions update may still show status labels, such as Submitted or Accepted, next to their Pieces. Newer Exhibition records don't use these labels, because every Piece assigned to an Exhibition record is part of that exhibition. To track where an application stands, use Call Submissions.
How to Assign an Award or Remove Artwork From an Exhibition Record
Every Piece in an Exhibition record has its own Actions menu. You can add or remove artwork at any time, even after creating the record from a Call Submission.
How to Assign an Award to Artwork in an Exhibition
Open the Exhibition record and scroll to Pieces in Exhibition
Click Actions next to the Piece
Turn on Assign Award
Type the award in Award Name (for example, Best in Show)
Click Save Award
The award appears in that Piece's Exhibition History
Award info shown in the Exhibition record and in the Piece record's Exhibition History
How to Remove Artwork From an Exhibition Record
Open the Exhibition record and scroll to Pieces in Exhibition
Click Actions next to the Piece
Click Remove Artwork
The Piece stays in your inventory. It's removed from this Exhibition record, and the exhibition is removed from that Piece's Exhibition History.
How to Add Additional Files to an Exhibition Record
Once an Exhibition record is created, you can add Additional Files to the record such as press releases, marketing materials, contracts, etc.
Scroll to Additional Files on the Exhibition record
Click Add New File
Click Choose File, then add a Name and any Notes
Click Save file
Note:
Additional document storage is only available on Artist Professional and Master, Collector Plus, Collector Premier, and all Organization accounts types. You can upgrade your plan here.
How to Archive and Unarchive an Exhibition Record
Click Exhibitions in the left-side menu
Click Actions on the Exhibition card (or at the top of an open Exhibition record) and select Archive
When asked "Are you sure you want to archive this Exhibition?", click OK
How to View and Unarchive Archived Exhibition Records
On the Exhibitions page, click Archived next to New Report (the number shows how many records you've archived). This opens Archived Exhibitions
To unarchive a record, click Actions on its card and select Unarchive
To return to your active Exhibition records, click Show Active
How to Delete an Exhibition Record
Click Exhibitions in the left-side menu
Click Actions on the Exhibition card and select Edit, or open the Exhibition record and click Actions > Edit
Click the red trash can button at the bottom left of the form
Confirm that you want to delete the Exhibition record
Important Note
Deleting an Exhibition record is permanent and can't be undone. Your Pieces won't be deleted, but this exhibition will be removed from the Exhibition History of every Piece that was assigned to it.
Call Submissions & Exhibitions Webinar
In this recorded webinar, you'll learn how to streamline your art opportunity applications using Artwork Archive's integrated toolkit. From grants to exhibitions, discover how to organize your materials, track deadlines, and submit professional applications, all from one centralized platform.
Still have questions? Watch this quick tutorial.
Did you know?
If the important dates for your Exhibition are in the future, they will also automatically populate in your Schedule in Artwork Archive so you never have to miss an important deadline.